Some clients pay right away, while others drag their feet. I’m realizing I might be overlooking a pattern.
Right now, I’m just keeping it in my head when invoices go out, but maybe a better tracking method could shine a light on which clients are truly worth my time.
I track this with my invoice numbering system. Each invoice gets numbered by month and year - like 2024-01-001. When payment hits, I write the date directly on my copy.
Every few months I flip through the stack and the problem clients jump out immediately. Invoices with payment dates 2-3 months later are impossible to miss.
Turns out one “great” client was consistently 60+ days late. Another who bitched about my rates? Actually paid in 5-7 days. Completely changed how I deal with both.
The physical stack shows patterns way clearer than any screen.
Using sticky notes works for me. Write the invoice date and amount, then stick it on my desk. Once I get paid, I toss it.
Over time, you’ll notice which clients have notes lingering for weeks. They are the ones who need deposits upfront or should be avoided.
I write payment terms directly on my invoice copies. Net 15, Net 30, whatever we agreed on. Then I circle the actual payment date when it comes in. Takes two seconds and tells the real story instantly. After six months, you’ll know exactly who respects your terms and who’s using you as a free bank. Slow payers get different terms or they can find another contractor.
A simple method is marking your calendar when you send out invoices. It helps keep things organized.
I just keep track of the slow ones and remind them.
I track everything in a simple spreadsheet:
After a few months, sort by the days column. You’ll instantly spot who pays in 10 days vs who always takes 45.
Those payment patterns are definitely real. Found one client who paid exactly 30 days late every time, another who paid fast but only on small invoices. Now I structure deals differently with both.
Keep it simple - basic tracking beats fancy software you’ll never touch.