How to track who owes you money.

By FreelanceCFO. Updated 11 November 2026.

Short answer

List every sent invoice with its client, amount, due date and status, then check it weekly. FreelanceCFO keeps that list for you and Lance drafts the follow-up.

The simple system

One row per invoice, five columns, checked every Friday. Sort by due date and the late ones float to the top.

A five column list of unpaid invoices, example figures
ClientInvoiceAmountDueStatus
Example Studio#1042$2,400October 31Overdue
Example Media#1043$1,850November 15Sent
Example Consulting#1044$900November 30Sent

Example figures.

When an invoice is late

  • Day 1 after the due date: a short, friendly note with the invoice attached.
  • Day 14: a firmer note with the amount, the original due date and a date you expect payment.
  • Day 30: a final note naming any late fee your contract allows. The late invoice fee calculator works out the amount, and the 60 day guide covers what comes next.

Tools compared

Tools that track who owes a freelancer money
ToolLists who owes youDrafts follow-upsAlso does runway and taxesPrice
SpreadsheetYes, by handNoNoFree
WaveUnlimited invoices on the free Starter plan. SourcePro lists automated late payment reminders. SourceNot listedStarter $0. Pro $19 a month. Source
FreshBooksSee vendor siteSee vendor siteNot listedLite, Plus and Premium plans, 30 days free. See vendor site for current prices. Source
BonsaiSee vendor siteSee vendor siteNot listedSee vendor site. Source
FreelanceCFOYes: each invoice shows sent, paid or overdueLance drafts, you approve and sendYesFree plan. Pro Early Bird $10 a month, locked for life, for the first 100 customers. Source

Vendor details from their own pricing pages, checked 11 November 2026.

Wave, FreshBooks and Bonsai are invoicing and business tools, and are the better pick if you want clients to pay inside the invoice. FreelanceCFO does not take payments: you create invoices, mark them paid, and see who is late next to your runway. You can also check how long your money lasts without the late money in the free runway calculator.

Let FreelanceCFO keep the list and draft the nudges. Free plan, no credit card.

Start free

Sources

Checked on 11 November 2026. Prices and features change, so follow the link before you rely on any of them.

Questions answered.

How often should I check unpaid invoices?

Weekly. Pick one day, such as Friday, and follow up on anything past due the same day.

Should I charge late fees?

Only if your contract says so. The free late invoice fee calculator works out the amount.

Does FreelanceCFO send reminders automatically?

No. Lance drafts the message; you read it, edit it if you like, and press send.