I’ve been logging every follow-up I make for payments since a client claimed I never reached out. Now, every email, call, and text has some timestamp attached.
It’s made a real difference. I was able to get two overdue invoices settled just by showing that I kept track of everything. Mentioning my records even got one client to pay on the spot.
Your tracking system works well. I do something similar but add read receipts on emails when I can.
I track:
Mentioning your documentation early really helps. I’ll say “My records show this invoice was sent on X date and opened on Y date.”
Most clients quickly realize they can’t give you the runaround. The ones claiming they never got anything usually back down fast when you start listing specific dates and times.
It’s also helped me spot problem client patterns. When someone consistently takes 45+ days despite opening invoices multiple times, I know to ask for payment upfront next time.
Same thing happened to me with a client who owed $3,200. They claimed they never got my invoices even though I had email receipts showing they’d opened them multiple times.
I’ve got a simple system now. Every invoice or follow-up I send, I screenshot it and toss it in a folder with the client’s name. Takes 30 seconds but saves tons of headaches.
Best part? When you mention having records during collection calls, most people pay up fast. They realize you’re organized and not messing around.
Good approach. I keep notes too. Simple records can save you problems later.
Yeah I just write stuff down on whatever paper’s around
Using a simple notebook works well. I write down the date, time, and details of every call or email about payments.
Clients tend to pay quicker when they know you’re keeping track. Nobody wants to deal with someone organized when they’re trying to avoid payments.
I manage all follow-ups in a simple spreadsheet. I list due dates, collection attempts, calls, and responses. Two minutes for each entry can save you hours later. If the matter heads to court, judges appreciate detailed records. I learned the hard way after getting burned without proper documentation, and I won’t make that mistake again.