# How to track unpaid invoices as a solo contractor (a simple weekly system)

> Keep track of who owes you money without accounting software: number invoices, set due dates, record payments and chase late clients on a weekly routine.

Published 2026-11-02 by ODEL.

The simplest way to track unpaid invoices as a solo contractor is to give every invoice a number and a due date, record each payment the day it arrives, and spend ten minutes once a week reviewing everything still outstanding and sending reminders. Whether you use a spreadsheet, accounting software or an invoice app, the system is the same: one list, one status per invoice, one weekly check.

## Step 1: Send every invoice with a number and a due date

An invoice without a due date has no "late". Put clear payment terms on every invoice, for example "due within 14 days", and the exact due date. Number invoices in sequence so you can spot a missing one and refer to it in reminders ("Invoice 1042").

## Step 2: Keep one list of all open invoices

Use a single place, not your email inbox. For each invoice, record:

- Invoice number and client
- Job or address
- Amount
- Date sent and due date
- Status: sent, partly paid, paid, overdue

A spreadsheet with these columns works well. Sort by due date so the oldest unpaid work is at the top.

## Step 3: Record payments the day they arrive

When money lands, by bank transfer, check, cash or card, mark the invoice paid or partly paid immediately and note the date and method. Most tracking problems start with "I'll update it later".

## Step 4: Review outstanding invoices once a week

Pick a fixed time, such as Friday afternoon. Go down the list:

1. Anything due in the next few days: no action, just note it.
2. Anything up to two weeks overdue: send a short, friendly reminder with the invoice number, amount and a copy of the PDF.
3. Anything longer overdue: call the client, then follow up in writing with a clear date.

Keep reminders factual and polite. Many late payments are simply forgotten emails.

## Step 5: Make paying easy

The fewer steps between your invoice and payment, the faster you get paid. List the payment methods you accept on the invoice itself. If you want clients to pay by card from a link, invoicing apps such as Invoice2go offer card payments, with processing fees ([GetApp](https://www.getapp.com/finance-accounting-software/a/invoice2go/pricing/)).

## Step 6: Learn from the pattern

After a few months, look at which clients pay late and which jobs take longest to get paid. Asking for a deposit on larger jobs or shorter payment terms for repeat late payers often fixes most of the problem.

## Doing it without an app

A spreadsheet with the columns above, a calendar reminder for your weekly review and a folder of invoice PDFs is enough for many one-person businesses. Accounting software adds bank feeds and reports if you outgrow it. Ask your accountant which records they need for tax.

## Where BidCraft fits

[BidCraft](/app/bidcraft) is the iPhone app we make for contractors' estimates and invoices. It creates invoice PDFs, records payment status and due dates, and shows outstanding work, so the weekly review happens in one list. Client contact details and job notes sit next to the documents, with calendar reminders for follow-ups, and you can export records as CSV files for your accountant or a spreadsheet.

BidCraft is free to download; Premium is $9.99 monthly, $29.99 yearly or $249.99 lifetime (US App Store, Nov 2026). It is iPhone only, card payments are not among its listed features, and saved work is kept on the device, so back up what you need to retain.

For a wider comparison, see [the best contractor estimate and invoice apps](/best/contractor-estimate-and-invoice-apps) and [BidCraft vs Invoice2go](/compare/bidcraft-vs-invoice2go).