Before the due date
Hello [name], a quick reminder that invoice [number] for [amount] is due [date]. Payment instructions are included in the invoice. Please let us know if you need a copy or have a question. Thank you.
Money basics / free practical guideClear books.
Clear books.
Clearer next steps.
A simple bookkeeping and invoicing system for freelancers, contractors and new small-business owners.
Reviewed October 28, 2026
Build your money routine
Free money routine · Reviewed October 28, 2026
Your work is finished. Why isn’t your invoice paid?
Give every invoice a clear next step. Use this checklist whether you work in a spreadsheet or accounting software. No signup or purchase required.
A repeatable six-step follow-up routine
Tick only the steps you have checked. These ticks stay in this browser tab and reset when you reload. Keep customer details in your own secure records.
0 of 6 steps checked
Three messages to adapt
After checking an overdue invoice
Hello [name], our records show invoice [number] was due [date]. Could you confirm receipt and the expected payment date? If you already paid, please share the payment reference so we can match it. Thank you.
When there is a question
Thanks for letting us know. We have paused automated reminders while we review [issue]. We will follow up by [date] with the next step.
Compare the workflow before buying software
| Check | What to verify in a trial |
|---|---|
| Invoices and reminders | Due dates, recipient controls, approval before sending and a readable customer message. |
| Payments and fees | Supported payment methods, transaction fees, refunds and when reminders stop. |
| Records and exports | Payment matching, credits, aging reports, CSV exports and accountant access on the actual plan. |
| Total cost | Subscription, users, payments, add-ons and introductory versus ongoing prices. |
| Your business type | Simple invoicing may fit a spreadsheet; scheduled field jobs may also need quotes, dispatch and job records. |
Compare the Jobber workflow for field-service jobs, Patriot accounting options, FreshBooks elsewhere in this guide, and QuickBooks official product information. We have not tested these new QuickBooks features firsthand or verified every plan’s availability.
What changed on October 27?
Intuit announced expanded QuickBooks invoicing and cash-flow tools, including aging-invoice prompts and customer follow-up. U.S. rollout is beginning; some broader suite capabilities remain beta or forthcoming. Check your account and current plan before buying. This is a vendor announcement, not a new tax or collection law.
Affiliate disclosure: This guide contains optional affiliate links; Let’s Go SMALL may earn a commission from qualifying actions. No purchase is required. The QuickBooks information link above is not an LGS affiliate link. General education, not individualized legal, tax or accounting advice.
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Start with the process, then choose the tool.
Know what came in, what went out, what customers owe and which records support each transaction. A spreadsheet may be enough for a simple business; software can help when invoicing, receipts or follow-up becomes hard to manage.
Affiliate disclosure: Let’s Go SMALL may earn a commission if you sign up or purchase through our FreshBooks link. The free guide does not require a purchase. How our links work.
Explore FreshBooks ↗Set up the basics before the next sale.
1. Separate the money
Use a dedicated business account and a consistent payment method. Record owner contributions and withdrawals separately from customer revenue and operating expenses. Ask your accountant how your entity should handle owner payments.
2. Keep the evidence
Save invoices, receipts, bills, statements and payment confirmations in an organized folder. Add the business purpose when it is not obvious. A bank feed helps capture transactions; it does not explain every purchase or replace supporting records.
3. Pick useful categories
Start with sales, supplies, software, professional services, advertising, payment fees and other categories suited to your work. Keep loans, transfers and sales tax collected distinguishable. Review uncertain items with a qualified professional instead of guessing.
4. Choose a consistent method
Agree with your accountant on accounting method, categories, reporting and retention. Keep access to records and exports if you change software. There is no universal retention period for every document.
From work completed to payment recorded
Make each invoice easy to understand.
Before work begins, agree on scope, price, deposits, due dates and payment methods. An invoice should reflect the agreement; it does not replace a suitable contract.
Your invoice checklist
- Your business and customer contact details
- A unique invoice number and issue date
- A clear description, service dates, quantities or hours, and rates
- Subtotal, agreed discounts, applicable taxes and total
- Deposits or credits already applied and remaining amount due
- Due date, accepted payment methods and agreed payment terms
Verify whether your goods or services are taxable in the relevant jurisdiction. Software settings do not decide your legal obligations.
A simple follow-up workflow
- Send promptly and confirm the right billing contact received it.
- Set a reminder before or after the agreed due date.
- Record the payment against the correct invoice.
- Record processing fees separately so the deposit can be reconciled.
- Resolve credits, partial payments or disputes and keep the trail.
Example: a $500 invoice with a $15 processing fee may produce a $485 deposit. Track the sale and fee rather than treating the net deposit as the entire story. Tax reporting depends on your accounting method and circumstances.
Your repeatable money routine
Check off your setup steps. Progress is saved in this browser only. Use Print to save a copy; avoid entering private financial details here.
0 of 8 complete
Weekly: capture, review, follow up.
Set aside a short appointment to collect receipts, review uncategorized items, send invoices and follow up on overdue balances. Monthly, compare your books with account statements and investigate differences. These are suggested routines, not statutory deadlines.
Optional software / approved affiliate partner
When FreshBooks may fit
FreshBooks is worth comparing when your work revolves around client invoices, expenses and billable time. Its documented tools include invoicing, expense tracking, time tracking and accounting reports. Feature availability depends on plan, region and add-ons.
A useful candidate for
- Freelancers and consultants who bill clients
- Service businesses organizing expenses and project time
- Owners seeking a more consistent invoicing workflow
Check before choosing
- Client and user limits, recurring billing and reminder availability
- Bank connections, payment processing fees and export options
- Accountant access and the reports you actually need
- Fit for inventory, ecommerce integrations and payroll requirements
A product-heavy or complex business may need a different setup. FreshBooks double-entry accounting features are documented for Plus, Premium and Select plans; verify current details.
Affiliate disclosure: Let’s Go SMALL may earn a commission if you sign up or purchase through our FreshBooks link. The free guide does not require a purchase. How our links work.
Explore FreshBooks ↗We have not claimed firsthand product testing. Test a sample invoice, expense, payment and export before relying on the system. Review current pricing, renewal terms, cancellation rules and any trial conditions on FreshBooks’ site; no fixed price or promotion is promised here.
Practice workflow · Updated October 19, 2026
From an invoice to a weekly money check-in
This fictional service-business example explains the process. It is not a live FreshBooks account demonstration or a firsthand software review. FreshBooks menu names, features and availability can vary; verify them in the current official help center.
1. Draft before you send
Example: a fictional contractor bills four hours at $75 per hour: $300 before any applicable tax or other agreed charges. Include a unique invoice number, issue and due dates, customer details, scope, payment instructions and agreed terms. Check applicable tax treatment separately.
2. Keep evidence of expenses
Save the receipt for a fictional $40 job supply purchase. Record the date, supplier, amount, business purpose and job. Do not charge it to the client unless your agreement permits it. A bank transaction alone may not supply the full supporting record.
3. Follow the actual payment
If the customer pays $150 toward the $300 invoice, $150 remains outstanding before other adjustments. Match the payment to the invoice and bank record. Record payment-processing fees separately rather than treating a reduced payout as full gross revenue.
4. Review and export
Check unpaid balances and due dates, confirm reminders are appropriate, reconcile activity and review reports with your accountant. Test whether exports contain the details you need before moving your business records.
Rehearse safely in your chosen tool
- Use fictional customer details and your own email for a draft test; do not send a test invoice to a real customer.
- Create a sample invoice and expense; check totals and the customer preview.
- Test payment recording and reminders without charging a card or connecting a live bank account.
- Check report and export availability, client limits, payment fees and cancellation terms for your plan.
FreshBooks: create an invoice ↗ · FreshBooks: create an expense ↗
Affiliate disclosure: We may earn a commission from purchases through our FreshBooks link. No purchase is needed to use this example.
Pennsylvania and state-specific checks
Bookkeeping software is separate from registration, licenses, sales-tax decisions and employer responsibilities. In Pennsylvania, verify your activity’s tax treatment and registrations with the Department of Revenue and your local jurisdiction. If you hire, review state and local withholding separately.
Sources and next steps
- IRS Publication 583: Starting a Business and Keeping Records
- IRS recordkeeping guidance
- FreshBooks setup and feature availability
- FreshBooks Help Center
- Pennsylvania Department of Revenue
General education, not individualized legal, tax or accounting advice. Work with qualified professionals for your situation.
Make this part of your launch.
Use the 30-day launch plan or find your next step with the readiness assessment.
Service jobs first, bookkeeping alongside them
If your invoices begin with estimates and scheduled visits, Jobber is another tool to compare for the operational side of a home-service business: requests, quotes, jobs and invoices.
Keep complete business records and reconcile payments and fees. Confirm accounting integrations and exports before choosing; job-management software does not replace tax advice or your bookkeeping responsibilities.
Explore Jobber — affiliate link ↗
Affiliate disclosure: Let’s Go SMALL may earn a commission if you sign up or purchase through this link, at no additional cost to you. Features, pricing and any promotions depend on the current plan and offer terms. How our links work.
Federal update · Checked October 20, 2026
New IRS card-payment rules do not mean fee-free payments.
A final regulation effective October 19, 2026 permits additional card-processing arrangements and recovery of associated fees. It does not itself implement a particular payment service.
Check the current IRS options for your payment type before paying. Processing fees and restrictions can apply. Federal tax deposits cannot be paid by card; paying a return balance is separate from meeting deposit obligations.
Official final rule ↗ · Current IRS card-payment guidance ↗ · Employment-tax deposit guidance ↗
General education, not individualized tax advice. Use IRS.gov for current payment instructions; do not infer that every tax can use the same payment method.
When payroll joins your money routine
Keep employee hours and payroll records connected to your books.
If you hire hourly employees, Homebase is another tool to compare for time tracking and payroll options. It addresses a different part of the workflow from sending customer invoices.
Before choosing, confirm how approved hours, payroll summaries, fees and payments will reach your bookkeeping records. Verify compatible exports or integrations; we do not claim a specific Homebase–FreshBooks connection. Employer obligations remain with the business.
Review the first-employee payroll checklist →
Explore Homebase — affiliate link ↗
Affiliate disclosure: Let’s Go SMALL may earn a commission when you complete qualifying actions through our Homebase link. Homebase is optional; our free resources do not require a purchase. How our links work.
How to use Homebase: five steps and a cleaning-crew example →
Books tell you what happened. A forecast helps you plan ahead.
Once your records are organized, use a simple spreadsheet to project cash in and bills out. For more detailed business planning and scenario forecasts, compare LivePlan with your needs.
Explore LivePlan · affiliate link ↗We may earn a commission from qualifying purchases at no additional cost to you. Software is optional; this is not a firsthand review.
Updated October 24, 2026
Shopify returns: check for duplicate tax records
The October 23 platform update is now effective. Review manual return-shipping tax processes and bookkeeping exports against the same transaction.
Read the practical guide →Applying for a creative-business grant?
Keep an itemized project budget and organize quotes, invoices, payment records and outcomes. Your bookkeeping reports support the process but do not replace the tax documentation the administrator requires.
Use the free Pennsylvania creative-project budget →Switching payroll before the new year?
Use our free 16-step checklist to organize records, confirm filing responsibilities and verify the first payday. Review the optional Homebase offer and its deadlines.