It’s frustrating when clients delay payments. Keeping track of follow-ups has been tough for me. I’m left guessing what we’ve discussed in past emails and calls.
A more organized approach to documentation might help streamline the process and reduce the hassle.
I just write stuff on a calendar by the phone.
A simple spreadsheet works best. Just list the client name, invoice date, and reminder date. It only takes a moment to update, but it will save you time later when you need to reference past communications.
Writing notes on the back of invoices works great. Keeps it simple and you’ll remember the details later.
I keep a simple text file on my desktop called “payment reminders.txt” and add a line each time I bug someone about overdue invoices.
Format:
Blank line, then next entry.
You can search any client name instantly. When they’re on the phone, you can pull up your notes and say “we talked on the 15th and you said the check would go out that week.”
Keeps them honest and shows you’re on top of things. Clients usually pay faster when they see you’re actually tracking everything.
I keep a running email thread for each overdue invoice. First reminder goes out, I copy myself and toss it in my “Payment Follow-ups” folder. Every call or email after that gets replied to the same thread.
Now I’ve got the whole history right there. Before I pick up the phone, I can scroll through and see exactly what happened last time. No more “wait, didn’t we already discuss this?” awkwardness.
I throw a quick note in the subject line too - “Invoice 1234 - 2nd reminder” - so I know at a glance how many times I’ve bugged them about it.
Jot down key details right on your invoice copy as things happen. When you need to chase payment, everything’s right there - past conversations, promises made, all of it. No digging through emails. Saves tons of time and you’re never caught off guard.