I’ve been freelancing for years, yet I still sometimes lose track of what repeat clients owe me.
It’s frustrating when records slip away, and I end up following up late. I’m working on streamlining my process to avoid these costly delays.
I’ve been there, losing track of payments is no fun. Here’s what I do now:
I use a basic invoice app on my phone. It’s not fancy, but it lets me create and send invoices right after I finish a job. The app keeps a running list of what’s paid and what’s still open.
Every Monday morning, I grab a coffee and go through my unpaid list. I send quick follow-up emails for anything that’s over 2 weeks old.
For repeat clients, I’ve started asking for a deposit upfront. It helps with cash flow and makes sure I don’t forget about smaller balances.
The game-changer was setting up auto-payments with my regulars. We agreed on a monthly billing date, and now the money just shows up.
It took some time to get everyone on board, but it’s made life so much easier. No more chasing payments or wondering what’s outstanding.
What’s your current process look like? Maybe we can find some easy tweaks to make it work better for you.
I just use a notebook. Write down the job and amount when I finish. Cross it off when they pay. Easy to flip through and see what’s still open. Works for me.
I use a simple online invoicing tool. It tracks all my jobs and payments in one place.
When I finish work, I create an invoice right away. The tool sends automatic reminders if a client is late.
Every week, I check my dashboard to see what’s still unpaid. Then I follow up personally if needed.
It’s not perfect, but it keeps me on top of things without much effort.
Look, keeping track of money isn’t rocket science. Get yourself a basic spreadsheet. One tab per client. Each job goes in with the date and amount. Mark it paid when the cash hits your account. Takes five minutes to update after each job.
Set a reminder on your phone for every Monday. Spend 15 minutes going through what’s still open. Send a quick email to anyone who’s late.
For regulars, work out a system. Maybe they pay at the end of each month for all that month’s work. Get them to set up an auto-payment if you can. Makes life easier for both of you.
Main thing is, don’t let it slide. Stay on top of it weekly and you’ll avoid headaches down the line.
Nothing fancy here. Just jot it down on paper after each job.
I hear you on the tracking struggles. It’s a common pain point for us solo freelancers.
Here’s what’s worked for me:
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Spreadsheet magic
I’ve got a simple Google Sheet with tabs for each client. Every job goes in with the date, amount, and payment status. -
Calendar reminders
After invoicing, I immediately set a follow-up reminder 2 weeks out. -
Weekly money check-in
Every Friday, I spend 15 minutes reviewing who owes what.
The key is finding a system that’s dead simple to maintain. Overcomplicate it, and you’ll never stick to it.
What have you tried so far that hasn’t quite clicked?