Freelance Invoice & Late-Pay Tracker

Know who owes you what, when it’s due, and which reminder to send next. One database for every invoice, three saved views, and a Day 0/3/7/14 follow-up schedule with short emails you can copy and paste.

The rows marked SAMPLE are fake. Delete them once you’ve added your first real invoice.

How to use

1. Add an invoice when you send it. Fill in Invoice #, Client, Amount, Issued and Due. Set Status to Sent (or Draft if it hasn’t gone out yet).
2. Set the Next action date to the Due date. That’s when the Day 0 reminder goes out if nothing has arrived.
3. Check the “Due this week” and “Overdue” views once or twice a week. Anything with a Next action date of today or earlier needs an email.
4. After each reminder, update Last reminder (Day 0, Day 3, Day 7, Day 14 or Final notice) and move the Next action date to the next step in the schedule below.
5. When the money lands, set Status to Paid, fill in Paid on, and clear the Next action date.

First-time setup (after importing): check each property type. Amount = Number (format as your currency). Issued, Due, Next action date and Paid on = Date. Status and Last reminder = Select. Then add any select options the sample rows don’t use: Status needs Written off, and Last reminder needs Day 0, Day 14 and Final notice.

Suggested views

Create each one from the + next to the view tabs at the top of the database, then open Filter and Sort.

🔴 Overdue

• Layout: Table
• Filter: Status · is · Overdue
• Sort: Due · Ascending (oldest first)
• Optional: turn on the Sum calculation under Amount to see the total owed.

Prefer a filter that catches invoices you forgot to re-label? Use an advanced filter instead: Due · is before · Today, AND Status · is not · Paid, AND Status · is not · Written off, AND Status · is not · Draft.