Invoice tracker
Invoice Tracker
An invoice tracker records invoices, due dates, payments and unpaid balances in one list. Invosmith Pro tracks sent invoices and schedules payment reminders.
Part payments keep the right balance, and once you connect Stripe, clients can pay by card straight from the invoice.
- Sent, Opened, Part paid, days late or Paid
- Three reminders on schedule
- Card payments to your own Stripe account
| Number | Client | Where it’s at | Due | Total | Still owed |
|---|---|---|---|---|---|
| INV-2045 | Juniper Studio | Sent | Oct 29 | $640.00 | $640.00 |
| INV-2044 | Maple Joinery | Part paid | Oct 30 | $2,180.00 | $1,180.00 |
| INV-2043 | Harbour Dental | Opened | Oct 23 | $1,850.00 | $1,850.00 |
| INV-2041 | Harlan Voss | 8 days late | Oct 8 | $3,400.00 | $3,400.00 |
| INV-2039 | Harbour Dental | Paid | Oct 9 | $960.00 | $0.00 |
See it in action
How Invosmith tracks each invoice
Every invoice you send from Invosmith carries its own status, history and reminders, with a card payment link once you connect Stripe.
Your invoice list shows Sent, Opened, Part paid, a days-late label or Paid, with the remaining balance beside each invoice.
See link visits in the activity history
A visit to the hosted invoice link appears as Opened in your list and Viewed in the activity history. The event records a browser visit, without identifying the visitor or proving the invoice was read.
The timeline keeps the whole story in order: when the invoice went out, when it was viewed, every payment recorded and every reminder sent.
When a client replies to an invoice email, the reply is forwarded to your inbox.
Fictional example · USD · October 2026
Record part payments and keep the balance right
Record a bank transfer, cash or an app payment such as Cash App against the invoice it pays, with the date and method. A part payment moves the invoice to Part paid, and every reminder after that asks only for the balance.
When a client says they've paid, the invoice's own payment record shows what has arrived and when, so the conversation starts from the same numbers on both sides.
Fictional example · USD · October 2026
- Amount
- US$1,000.00
- Date received
- 9 October 2026
- How they paid
- Bank transfer
Part payment. $1,180.00 stays due and reminders continue for that amount.
Automatic payment reminders, sent once each
Reminders are on by default and can be turned off per invoice. When enabled, Invosmith emails your client on the due date, then 7 and 14 days late, and each reminder goes on the invoice's timeline, so nobody gets chased twice by accident.
Each reminder asks only for what's still owed and links back to the invoice. Reminders stop as soon as the invoice is paid and pause automatically if an email bounces.
You stay in charge of every invoice: pause its reminders, switch them off, or send one straight away with Remind now. Edit the wording so it sounds like you; the invoice number, the balance due and the payment link always stay in.
For what to say after the three reminders, the guide on how to handle a past due invoice lays out a day 1, day 15 and day 30 sequence with sample wording.
Fictional example · USD · October 2026
INV-2041 · Harlan Voss · 2 of 3 sent
On for this invoice. Stops once it’s paid.
Clients pay from the invoice link
Once you connect an eligible Stripe account and turn on card payments for an invoice, its link carries a card payment button. Your client reads the invoice on their phone, downloads a PDF if they want one, and pays in the same visit.
The money goes into your own Stripe account. You keep every payment; only Stripe's standard processing fees apply.
Fictional example · USD · October 2026
One plan
Invoice tracking comes with Invosmith Pro
Invosmith Pro costs US$99/year (US$8.25/month billed yearly) or US$15/month. The invoice maker stays free.
Pro
or US$15/month
- Unlimited invoices
- Send by email as a secure link
- See when an invoice is viewed
- Three automatic payment reminders
- Card payments to your own Stripe account
Free
Keep making invoices for free
- Invoice maker with no sign-up or watermark
- Save two invoices with a free account
- Unlimited clients, items and quotes
Pro is one plan with everything on this page. Start on Free and move to Pro on the day you send your first tracked invoice; the invoice you were working on carries straight over.
Keep the list right
How to track invoices in five steps
Tracking invoices comes down to five habits: log every invoice, give it a due date, check the list weekly, follow up on late payments and record every payment.
Log every invoice you send
Give each invoice a row as it goes out: number, client, issue date, due date, currency and amount.
Put a due date on every invoice
Agree payment terms before the work starts and print the due date on the invoice itself.
Check overdue invoices on a fixed review day
Pick one day each week, sort by due date and look at everything past it.
Follow up on late payments
Send a short, polite reminder on the due date and again a week later, with the amount and how to pay.
Record every payment, including part payments
Log the amount, date and method against the invoice number on the day it lands. For Cash App, Venmo or PayPal, put the app in the method column, so your weekly check is a matter of matching two lists.
When you record a payment, a payment receipt gives both sides a record of it.
Pick one fixed day for your weekly review. Keep invoice numbers on payments and keep each invoice's currency with its balance, so the list stays easy to check.
Choose your way
Invoice tracker: spreadsheet or online software?
A spreadsheet tracks what you type into it; invoice tracking software records sending and viewing as they happen, keeps payment records and sends the reminders for you.
| Task | Spreadsheet | Invosmith Pro |
|---|---|---|
| Log each invoice | Type a row | Logged when sent |
| Record a link visit | Ask them | Opened in list; Viewed in history |
| Flag overdue invoices | A formula, once you update the sheet | Marked automatically |
| Send reminders | Write each one | Due date, then 7 and 14 days late |
| Ask for the right amount | Recalculate the balance | Balance taken from the invoice |
| Stop once paid | Remember to stop | Reminders stop once paid |
| Take a card payment | A separate payment link | Pay button once Stripe is connected |
| Use it on your phone | A spreadsheet app | Any browser |
A spreadsheet suits a few invoices a month that you're happy to update by hand. Once you have more open invoices than you can keep in your head, let the records and the reminders run on their own.
Questions, answered
Invoice tracking questions
What is an invoice tracker?
An invoice tracker keeps the invoices you send, their due dates, payments and balances in one list. Invosmith keeps the list as invoices are sent, viewed and paid, and sends the reminders for you.
Is a spreadsheet enough to track invoices?
A spreadsheet works for a few invoices a month if you keep it up to date by hand. You log each invoice, record payments and send reminders yourself. Invoice tracking software keeps those records as things happen.
What does Viewed mean?
Opened in the list and Viewed in the activity history record a visit to the hosted invoice link. Downloaded PDF records a browser PDF-download request; neither event proves who visited or that the invoice was read.
How many reminders are sent?
Three: on the due date, then 7 and 14 days late. They stop once the invoice is paid. You can pause them, switch them off, edit the wording or send one now.
Can my client pay online?
Once you connect Stripe, clients can pay by card straight from the invoice link. The money goes into your own Stripe account. You keep every payment; only Stripe's standard processing fees apply.
Can I record a bank transfer or a Cash App payment?
Yes. Record the amount, date and method against the invoice. A part payment changes the invoice to Part paid, keeps the balance visible and makes every later reminder ask only for what is still owed.
Can I track invoices in more than one currency?
Each invoice has its own currency. The invoice, its balance and its reminders use that currency, so a client billed in euros sees euros throughout.
Can I track invoices from my phone?
Yes. Invosmith works in your phone’s browser. You can check an invoice’s status and timeline, record a payment or send a reminder while you are out.
Can I use Notion to track invoices?
You can keep a manual invoice list in Notion. You still update payments and send reminders yourself; a tracker records sent, viewed and paid events and handles the reminder schedule.
What is the best way to start when I already have unpaid PDFs?
Keep the original invoice number, due date, currency, payments and remaining balance in your existing list. Start tracking new invoices when you send them from Invosmith, so each payment continues to refer to the invoice originally issued.
Are subscription prices in USD, GBP or AUD?
Invosmith Pro is priced in US dollars: US$99/year (US$8.25/month billed yearly) or US$15/month. Each invoice keeps its own currency, independently of the subscription price.
Who is invoice tracking for?
Freelancers, sole traders and service businesses that send invoices and need to keep track of what is still owed. Contractors who quote and bill by the job, browse invoice templates by trade. Browse invoice templates.
See who owes you, and let the reminders do the asking.
Invosmith Pro costs US$99/year (US$8.25/month billed yearly) or US$15/month. The invoice maker stays free.
Start tracking