Handling clients who are slow to pay can be frustrating. I’m in the thick of it now, juggling unpaid invoices while trying to remember what I’ve completed.
Looking for a solid way to keep records of my completed work so that I have everything at hand when it’s time to follow up on payments.
A folder on your computer is helpful. Store photos and notes from each job.
If clients pay late, you have proof ready. This makes talking to them easier and you may get paid faster.
Just snap photos and write on receipts honestly
Grab a notebook or use your phone’s notes app. Jot down what you completed, invoice date, and when payment’s due. After 30 days, call with your notes ready. People usually pay fast when you sound organized and know exactly what they owe. Don’t bother with fancy systems - just track what matters for getting your money.
A basic spreadsheet does the trick. Just track the date, client name, what you did, and what they owe. Takes maybe two minutes to stay on top of it.
I use two simple documents that work together.
First: a basic text file where I dump everything after each job:
Second: just a list tracking who owes what and how long.
When someone hits 30+ days overdue, I pull up that text file and remind them exactly what they got. Makes collections way less awkward since I’ve got all the details.
Do this right after finishing each job. Wait too long and you’ll forget the small stuff that matters later.
Learned this the hard way after chasing payments for months with zero documentation.
I create an email folder for every job and BCC myself on everything - quotes, change requests, completion confirmations, invoices. When clients drag their feet on payment, I’ve got the whole story right there.
Started taking before/after photos too. Didn’t do this for years like an idiot. Now when someone questions the work or stalls on payment, I send the photos with my follow-up. Shows I’m not messing around.
Tie everything to your invoice number. Makes finding stuff way easier when you’re making those awkward calls about overdue payments.