How to keep track of client payments

By Marissa · Founder of Dunn · Freelancer for 15+ years · Updated October 18, 2026

If you've ever wondered "did they pay me?", you need a simple way to track payments. Here are three, from basic to hands-off.

Short answer: keep one list of every invoice with its amount, due date, and what's been paid. Update it the day money comes in, check it once a week, and follow up on anything past due.

Option 1: A spreadsheet

Copy these columns, one row per invoice:

Client	Invoice #	Amount	Due date	Paid so far	Balance	Status
Jordan Lee	014	$320	Oct 25	$320	$0	Paid
Harbor Dental	016	$675	Nov 17	$300	$375	Partly paid
Sam Ortiz	011	$180	Oct 10	$0	$180	Overdue

Free, but you have to remember to update it, and to send the follow-ups yourself.

Option 2: Check your bank and payment app

Match deposits to invoices each week. Works for a few clients, gets messy as you grow.

Option 3: Let your invoicing tool track it

When customers pay through a link on the invoice, the invoice is marked paid on its own. No matching, no spreadsheet.

Habits that keep it accurate

Update it the same day money arrives.
Use the same payment terms for every client, so "late" means the same thing for everyone.
Write down partial payments, so you know exactly what's left.
Check once a week and follow up on anything overdue.

What to watch for

Invoices past due by more than a week.
Clients who are late again and again.
Your total unpaid amount. That's money you've earned but don't have.

How Dunn helps

Dunn is the tracker, and it does the follow-up too. Every invoice you send shows up in one list as upcoming, due, overdue, or paid. When your customer pays through Stripe, Dunn marks it paid on its own, so there's nothing to match or type in. For anything unpaid, Dunn sends the reminders for you before and after the due date and adds the late fee you agreed on, with a day’s heads-up to you first. And Dunn's "Who's always late" view shows which clients keep paying late, so you know who to ask for a deposit next time.

Quick answers

How often should I check payments?
Once a week is enough for most small businesses. With Dunn, you don't have to: it tracks and follows up for you.

What's a good way to track cash payments?
Write them down the same day, or mark the invoice paid by hand.

When should I follow up?
A few days before the due date, then just after it. Dunn does this automatically.

About the author

Marissa is the founder of Dunn. She freelanced for more than 15 years, and getting paid on time was always the hardest part, so she built Dunn to handle it.

Send your first invoice with Dunn

Create it in minutes, send it with a pay button, and Dunn reminds your customer and adds the late fee you agreed on. New to Stripe? Set it up while you sign up. From $39 a month, with a 30-day money-back guarantee.

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