Payment Tracking
Keep track of all payments, manage invoice statuses, and ensure you get paid on time. Learn how to record payments and monitor your cash flow effectively.
Getting Started with Payment Tracking
Payment tracking helps you maintain accurate financial records and know exactly where you stand with each client. From the moment you send an invoice until payment is received, Freelance Trackr keeps everything organized.
💡 Why Payment Tracking Matters
- ✓ Know exactly how much money is owed to you
- ✓ Track which clients pay on time (and which don't)
- ✓ Generate accurate financial reports for taxes
- ✓ Follow up with overdue invoices at the right time
📸 Image: Invoice dashboard showing payment status overview
[Upload screenshot of invoice list with various payment statuses (paid, unpaid, overdue)]
Understanding Invoice Statuses
Invoice statuses help you track where each invoice is in the payment process. Here's what each status means:
📸 Image: Invoice status badges with color coding
[Upload screenshot showing different status badges: Draft, Sent, Viewed, Paid, Overdue]
Draft Status
Invoice is saved but hasn't been sent to the client yet. You can still edit all details. This status doesn't affect your invoice count for free tier users.
Sent Status
Invoice has been emailed to the client and is awaiting payment. The client can view and download the invoice from their email.
Viewed Status
Client has opened the invoice link. This is a good sign that they've seen it! Payment should be expected based on your payment terms.
Paid Status
Full payment has been received and recorded. The invoice is complete. You can download a receipt for your records or send one to the client.
Overdue Status
Payment due date has passed and payment hasn't been received. Consider sending a payment reminder. Freelance Trackr can send automatic reminders if enabled.
Partially Paid Status
Some payment has been received, but the full amount is still outstanding. You can track multiple partial payments until the invoice is fully paid.
Recording Full Payments
When a client pays the full invoice amount, mark it as paid to update your records and generate a receipt.
📸 Image: "Mark as Paid" button and payment modal
[Upload screenshot showing the mark as paid button and the payment recording modal]
How to Record a Full Payment:
- 1Go to the Invoices page and find the invoice
- 2Click the "Mark as Paid" button
- 3Enter the payment date (typically today's date)
- 4Add a note about payment method (optional)
- 5Click "Confirm Payment"
💡 Pro Tip: Payment Notes
Add notes like "Bank transfer - Ref: ABC123" or "PayPal payment" to help you track payment methods and reference numbers for accounting purposes.
Recording Partial Payments
Sometimes clients pay in installments. Freelance Trackr tracks partial payments and calculates the remaining balance automatically.
📸 Image: Partial payment recording interface
[Upload screenshot of partial payment modal showing amount paid, remaining balance]
Recording a Partial Payment:
- 1. Click "Record Partial Payment"
- 2. Enter the amount received (not the total amount)
- 3. Add the payment date
- 4. Add a note about this payment (optional)
- 5. Click "Save Payment"
What Happens After:
- ✓ Invoice status changes to "Partially Paid"
- ✓ Remaining balance is automatically calculated
- ✓ Payment is added to the payment history
- ✓ You can record additional payments until fully paid
Example: Invoice total is $1,000. Client pays $400. Record a partial payment of $400. Remaining balance shows as $600. When client pays the remaining $600, record another payment and the invoice will be marked as fully paid.
Viewing Payment History
Track all payments received, export reports for accounting, and maintain accurate financial records.
📸 Image: Payment history view with list of all payments
[Upload screenshot showing payment history table with dates, amounts, clients]
What You Can See:
📊 Per Invoice
- • All payments received for that invoice
- • Payment dates and amounts
- • Payment methods used
- • Remaining balance (if any)
📈 Overall Dashboard
- • Total revenue this month/year
- • Outstanding invoices
- • Overdue amounts
- • Payment trends and charts
💡 Export for Accounting
Export your payment history to CSV for easy import into accounting software or for tax preparation. Filter by date range, client, or status before exporting.
Sending Payment Reminders
Follow up on overdue invoices professionally with automatic or manual payment reminders.
📸 Image: Payment reminder settings and send reminder button
[Upload screenshot of reminder settings or manual reminder send button]
Automatic Reminders
Freelance Trackr can automatically send friendly payment reminders when invoices become overdue. This saves you time and ensures consistent follow-up.
Automatic reminder schedule:
- • 3 days after due date: Gentle reminder
- • 7 days after due date: Follow-up reminder
- • 14 days after due date: Final reminder
Manual Reminders
You can also send payment reminders manually at any time:
- 1. Go to the overdue invoice
- 2. Click "Send Reminder"
- 3. Review the email content (you can customize it)
- 4. Click "Send"
Professional Tip: Payment reminders are sent with a friendly, professional tone. They include a link to view the invoice and your payment information. Most clients appreciate the reminder and respond quickly!
Next Steps
Now that you know how to track payments, explore these related guides:
Still have questions?
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