So now that you know how to get organized using a calendar and how to organize your email let’s take that knowledge a little further and organize our receivables, what we are owed. Another question from bloggers that comes up often is, “How do I keep track of what I am owed?” There are several times when I have had to follow up on a payment so image if I forgot I was owed payment and never followed up. It is like throwing away good money. I’m going to share with you what I use to keep all my blogging financial information in order.
What I use can be used for more than just blogging, it can be used for any small business or even personal use. I wanted something that I could create invoices, keep track of my expenses, and especially keep track of who owes me what and when it due. I use a FREE online accounting software called Wave. Yes it is totally FREE I’ve been using it for two years now and haven’t paid a thing.
It is very user friendly and I don’t want you to be scared off by my use of the term accounting software. There really are two parts of this software you will use but today we are only going to talk about one and that is the accounts receivable which is money you are owed. If you record everything that is owed to you, you will know when everything is due and at the end of the year you will have your yearly revenues for tax purposes.
How to Create an Invoice
I will be posting more detailed instructions on how to use the software for those that are interested, including how to customize your invoice. Today we just want to enter our invoices for recording purposes. When you have created a free account and are logged in you will be sitting at your dashboard. On the left hand side is a list of actions you can take.
You will select Invoices and then select the +Create and Invoice and you will see the below screen.
Select your customer (who you are billing), if you do not have any customers set up you can select add new customer and put in any information you wish to enter. As long as you have a name it will let you advance. I try to put in as much information as I can for my customer such as: name, address, phone, email. Select the date of your invoice and the due date. You can put in your own due date or select payment terms such as 30, 60, 90 days. The information in the right hand column (subheading, footer, memo) will populate if you have customized your account (again I will post more about this later).
You may select a service if you have one set up, if not you may set one up. This is simply a list of what you bill and you are telling it what account you want your revenue to hit. For example I may want to distinguish the difference in what I receive for sponsored posts vs ad revenue.
Next enter a description for your customer, quantity, and amount. Once this is done you can save the invoice. The invoice is now in your software and you can export an invoice for sending to your customer/client. Here is a copy of a fictitious invoice I created (with logo customization)
Send an Invoice
This invoice can be exported to pdf or emailed right from the software. I choose to export it and save a copy on my own computer. The great thing is you now have a record of all invoices owed to you and when they are due. This way you will never miss a payment owed to you. Here is an example of the dashboard when you login. If you have any overdue invoices they will show in the left hand corner. For the purpose of this screenshot I have blurred out the amounts, however you can see I have some invoices that are showing overdue that I need to follow up on.
Once you receive payment you log your payment and your invoice will be marked as paid. One of the best things about this software is that it is FREE and is online so you can access it no matter where you are at home, work, or even while you are relaxing at a coffee shop catching up on blogging with no kids around. There are reports you can run that will show you how much each customer owes you, what is due, etc. Basic accounting reports.
This software has been instrumental in me being able to keep track of what is owed to me and making sure it makes it way to me.
What do you use to track payments owed to you? Do you have any tips?
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Penelope (NYC Blogger) says
These are great tips, thanks Colleen!
Colleen says
Thanks!You are most welcome!
Tammy says
I’m going to have to look into that, it is very neat! Right now I just have it set up in my digital calendar and e-mail folders. Since I don’t have to send out a lot of invoices I’ve never thought to create them for just my own purpose to keep track of payments.
Colleen says
It is great, you can still use the system and not really create an invoice but basically just log it into the system so it will tell you when it is due.
Nichol says
OOh I’m off to check that software out. I’m so disorganized and still use darn email to track everything.
Colleen says
I got to a point where it stopped working for me mainly with one company that would always tag on to an email and I would just lose track of what campaign I was working on me and what was owed.
Liz @ A Nut in a Nutshell says
I record everything in a spreadsheet but I do kinda like this system. I might sign up and give it a try! Thank you!
Colleen says
If it ain’t broke….but would love to hear if you decide to use it.
Henrietta says
I have never even thought to make invoices to keep track of payments I am owed! I love this idea and am off to check out this software. I use a spreadsheet to keep track of my income/expense but this would really help me remember who owes me what. Right now, I would probably overlook a missed payment with my disorganization!
Colleen says
It really helps. I use to have it all in my email but then I would get reps that start talking about different campaigns on one email string and I was getting lost. This is great to both invoice someone if they need an invoice and keep my accounting of it.
LyndaS says
Thanks for the How-To. If only I had more opportunities that need to be tracked.
Colleen says
Hopefully whatever you are looking for will come to you in 2014!
Alison says
That’s a really great setup and I’m going to be checking out the software! Thanks Colleen for this great post!
Colleen says
Let me know what you think.
Donna says
I use a spreadsheet. I’m going to check out this software, though!
Colleen says
Let me know if you decide to use it. I love it!
Robin Gagnon {Mom Foodie} says
I need to check this out… you don’t even want to know about my organizational disaster
Colleen says
So we are talking you are organizationally challenged right now? LOL
Jessica Morrison says
I use Freshbooks and love it!
Colleen says
I’ve never heard of that I may check it out just to see if I like it better.
Dee says
I WANT this software. So much easier than moving emails from folder to folder. Thanks for the post.
Colleen says
I still use the emails but when it comes to knowing what is owed the software is a huge help. The emails are more for if I need to file up, my paper trail so to speak.
Jenn says
I just use a spreadsheet but I like this idea better!
Colleen says
It is nice because it does all the accounting for you really.
Vanessa: thequeenofswag says
I use the same program to monitor the budget to manage the money I’m owed.
Colleen says
Software is so much easier when managing a budget than just spreadsheets!
Crystal @ Simply Being Mommy.com says
I’ve been using Wave for several months and I love it!
Colleen says
Awesome! I haven’t found anything I like better, the best part is it is free!
HilLesha says
I usually use a planner to keep track of payment and business related expenses, but I’ll check this out!
Colleen says
I know everyone has their own method. I’m very digital so this works great for me.
Shell Feis says
I have a system that I use {my own spreadsheets} but I like what you’re using better! I might have to switch over!
Colleen says
It is nice because it is easy to see everything with a few reports.
Theresa @ Faith and Family Reviews says
I’ve been meaning to get back to this post to see what you used! Thanks for sharing. I will definitely be checking it out as this might just help me stay on top of what I make this year. Here’s to getting more organized!
Theresa @ Faith and Family Reviews says
Question: how often to you enter your financial data? I’m trying to decide if I should do it weekly or monthly….I know it depends on the individual but just wondering how you do yours.
Colleen says
I do mine on a “as I go basis” meaning when I finish a post I immediately create an invoice if I need to send it to someone I will if not it is recorded. When I receive a check or paypal payment I log it in. I use the app to take a photo of my receipts and log them in immediately. For other things like domain costs, paypal fees, etc. I just do them once a quarter or when I make time.
Theresa @ Faith and Family Reviews says
That makes sense and then things don’t get lost in the shuffle. I get paid a lot with PayPal so it’s nice to have those records to refer back to instead of looking for check stubs.
Colleen says
I refer to them a lot too but it is so much easier if you just put the amounts in as you go then less missing things.