How do you keep track of invoices?
As a freelancer myself, one of the main mistakes I made was to not keep track of my invoices. So, I wanted to ask you guys, how do you keep track of your invoices? And would you like a software solution (since I'm building one for myself) to generate invoices, keep track of them (paid and unpaid, due dates etc)?
I have build my tool, which is local first (no account required), keep the companies (your companies), clients and invoices. Print the invoice in PDF and have various templates. It has backup to Dropbox and no ads.
I am using it for 1/2 a year without any issues
https://myinvoices.online
Full disclosure: I'm Avery Lin (avrlin). I've been packaging a Get-Paid Chaser Kit (polite day-3/7/14 invoice follow-ups) with AI assistance, so take this as adjacent interest, not neutral advice.
The awkward part isn't knowing you should follow up — it's having calm, non-needy copy ready when the invoice hits day 7. A small sequence that stays human (and stops the moment they pay) usually beats another awkward "just checking in" DM.
Curious — are you still improvising chase emails each time, or do you have a sequence you reuse?
Same thing bit me when a couple clients slipped past due, tracking was easy, the awkward part was knowing when to tighten the followup without sounding hostile. I started with a sheet, tried generic invoicing reminders after that, and now I'm building ChaseFlow just for the chasing part, imo thats the piece most freelancers actually avoid.
A spreadsheet is usually enough for tracking. The bigger issue is follow-through once something is overdue.
The simplest setup I recommend is:
That last bit matters because a lot of freelancers keep delivering while waiting to be paid, which removes urgency completely.
I run Landolio, so take the recommendation with that in mind, but if anyone here only needs the wording side, this is the practical shortcut we built for UK freelancers: https://landolio.com/products/invoice-email-pack
If you want the process side as well, deposits, clauses, escalation, and onboarding, the bundle is here: https://landolio.com/products/getting-paid-toolkit
Google Sheets works until it doesn't — the real problem isn't tracking, it's following up when something goes overdue.
Most freelancers track invoices fine but avoid the follow-up because it feels awkward. The usual pattern: invoice sent → due date passes → a few days of hoping → eventually a vague email → client replies with something non-committal → repeat.
What actually works is a scripted escalation: Day 3 friendly reminder (assume they forgot), Day 7 more direct (reference the first email), Day 14 firm (specify next steps), Day 21+ final notice with real consequences.
The psychology shift that helps: you're not asking for a favour. You did the work. The invoice is a record of that agreement.
I put together free copy-paste templates for this at tryrecoverkit.com/collect — no signup needed, just grab whatever stage you're at.
I use Bonsai.
I use Akaunting https://akaunting.com/