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FREELANCE INCOME & INVOICE TRACKER
SoloStack — solostack.madethis.app
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Instructions: Copy this into Google Sheets, Excel, or Numbers.
Add a row for each invoice you send.
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INVOICE & PAYMENT LOG
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| Date     | Client        | Project              | Inv #  | Billed  | Received| Method      | Status   | Notes            |
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| 01/05/24 | Maple Design  | Brand Identity       | INV-001| $2,400  | $2,400  | Bank xfer   | Paid     | Paid on time     |
| 01/12/24 | TrueNorth Co. | Website Copy (5 pg)  | INV-002| $1,200  | $1,200  | PayPal      | Paid     |                  |
| 01/18/24 | Archer Media  | Social Media Mgmt    | INV-003| $800    | $800    | Stripe      | Paid     | Monthly retainer |
| 02/01/24 | Maple Design  | Brand Guidelines Doc | INV-004| $950    | $0      | Bank xfer   | Overdue  | 30 days past due |
| 02/08/24 | Summit Realty | Listing Photography  | INV-005| $600    | $600    | Check       | Paid     | Check rcvd 2/14  |
| 02/15/24 | TrueNorth Co. | Email Sequence (5)   | INV-006| $1,500  | $750    | PayPal      | Pending  | 50% deposit rcvd |
| 02/22/24 | Archer Media  | Social Media Mgmt    | INV-007| $800    | $800    | Stripe      | Paid     | Monthly retainer |
| 03/01/24 | Crestview Gym | Website Redesign     | INV-008| $3,200  | $1,600  | Bank xfer   | Pending  | 50% deposit paid |
| 03/07/24 | Summit Realty | Floor Plan Diagrams  | INV-009| $450    | $450    | Check       | Paid     |                  |
| 03/15/24 | TrueNorth Co. | Email Sequence final | INV-010| $0      | $750    | PayPal      | Paid     | Final 50% rcvd   |
| 03/19/24 | BlueSky Apps  | UX Audit             | INV-011| $2,800  | $2,800  | Bank xfer   | Paid     | Fast payer       |
| 03/22/24 | Archer Media  | Social Media Mgmt    | INV-012| $800    | $800    | Stripe      | Paid     | Monthly retainer |
| 04/02/24 | Crestview Gym | Website final 50%    | INV-013| $0      | $1,600  | Bank xfer   | Paid     | Project complete |
| 04/10/24 | Maple Design  | Logo Refresh         | INV-014| $750    | $750    | Bank xfer   | Paid     | Prev balance pd  |
| 04/18/24 | BlueSky Apps  | Feature Copy (4 pg)  | INV-015| $1,800  | $1,800  | Bank xfer   | Paid     |                  |
| 04/22/24 | Archer Media  | Social Media Mgmt    | INV-016| $800    | $800    | Stripe      | Paid     | Monthly retainer |
| 05/03/24 | Horizon Brand | Brand Strategy       | INV-017| $4,500  | $2,250  | Bank xfer   | Pending  | 50% deposit      |
| 05/14/24 | Summit Realty | Spring Campaign Copy | INV-018| $1,100  | $1,100  | Check       | Paid     |                  |
| 05/20/24 | BlueSky Apps  | Help Docs (10 pgs)   | INV-019| $2,200  | $2,200  | Bank xfer   | Paid     |                  |
| 05/27/24 | Archer Media  | Social Media Mgmt    | INV-020| $800    | $800    | Stripe      | Paid     | Monthly retainer |
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COLUMN GUIDE
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Date  . . . . . . . . Invoice sent date (not due date)
Client  . . . . . . . Client or company name
Project  . . . . . .  Short project description
Inv #  . . . . . . .  Your invoice number (INV-001, etc.)
Billed  . . . . . . . Total amount on the invoice
Received  . . . . . . Amount actually received to date
Method  . . . . . . . How they paid (ACH, PayPal, Stripe, etc.)
Status  . . . . . . . Paid / Pending / Overdue
Notes  . . . . . . .  Anything useful (deposit %, follow-up date)

SUMMARY FORMULAS (for Google Sheets / Excel)
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Total Billed:     =SUM(F:F)
Total Received:   =SUM(G:G)
Outstanding:      =SUM(F:F)-SUM(G:G)
# Overdue:        =COUNTIF(I:I,"Overdue")


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OUTSTANDING INVOICE TRACKER
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(Copy overdue and pending rows here for quick reference)

Client          | Inv #  | Amount Due | Due Date  | Days Late | Action
----------------|--------|------------|-----------|-----------|--------
Maple Design    | INV-004| $950       | 02/01/24  | 30+       | 2nd notice sent
TrueNorth Co.   | INV-006| $750       | 03/08/24  | Pending   | Awaiting final
Horizon Brand   | INV-017| $2,250     | 06/03/24  | Pending   | On schedule


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LATE PAYMENT TIPS
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PREVENTION (before work starts)
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1. Always get a deposit (30–50%) before beginning any project.
2. Include payment terms in your contract: "Net 15" or "Net 30"
   means they must pay within 15 or 30 days of the invoice date.
3. Add a late fee clause: "1.5% per month after 30 days."
4. Use invoice software that sends automatic reminders
   (FreshBooks, Wave, HoneyBook, Bonsai).

ESCALATION TIMELINE
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Day 1  . . . . . .  Send invoice with clear due date
Day 15 (Net 15). .  Follow up if unpaid (see script below)
Day 30 (Net 30). .  Final reminder + late fee notice
Day 45  . . . . . . Formal demand letter
Day 60+  . . . . .  Collections agency or small claims court

LATE PAYMENT FOLLOW-UP EMAIL SCRIPTS
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--- FIRST REMINDER (Day 15 if unpaid) ---
Subject: Invoice #[XXX] — Friendly Reminder

Hi [Name],

I wanted to send a quick note that Invoice #[XXX] for $[AMOUNT]
was due on [DATE]. If you've already sent payment, please
disregard this message!

If you need an alternative payment method or have any questions,
I'm happy to help. You can pay here: [PAYMENT LINK]

Thanks so much!
[Your Name]

--- SECOND REMINDER (Day 30 if still unpaid) ---
Subject: Invoice #[XXX] — 30 Days Overdue

Hi [Name],

I'm following up on Invoice #[XXX] for $[AMOUNT], which is now
30 days past due. Per our agreement, a late fee of 1.5% is now
being applied.

Updated total: $[AMOUNT + LATE FEE]
Please process payment by [NEW DATE] to avoid additional fees.

Please let me know if there's an issue or if you'd like to
discuss a payment plan.

[Your Name]

--- FINAL NOTICE (Day 45+) ---
Subject: Final Notice — Invoice #[XXX]

Hi [Name],

This is a final notice for Invoice #[XXX] totaling $[AMOUNT].
This invoice is now [X] days past due.

If I do not receive payment or hear from you by [DATE], I will
be escalating this matter to collections.

I'd prefer to resolve this directly. Please reply to this
email or call me at [PHONE].

[Your Name]

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