Payment Tracking
Monitor what's owed and what's been paid.
Overview
Payment tracking shows:
- Receivables - What clients owe you
- Payables - What you owe vendors
- Payments - Transaction history
Accounts Receivable
Money owed to you from clients.
Dashboard Widget
Shows at a glance:
- Total outstanding
- Overdue amount
- Number of unpaid invoices
Aging Breakdown
| Age | Amount |
|---|---|
| Current (not due) | $15,000 |
| 1-30 days | $5,000 |
| 31-60 days | $2,500 |
| 60+ days | $1,000 |
| Total | $23,500 |
Actions
- Send Reminder - Email client
- Call - Note that you called
- Mark Paid - Record payment
- Write Off - Close as uncollectable
Accounts Payable
Money you owe to vendors.
Dashboard Widget
Shows:
- Total outstanding
- Overdue amount
- Upcoming due dates
Payment Schedule
Plan your payments:
- What's due this week
- What's due this month
- Prioritize by relationship/terms
Actions
- Pay Now - Record payment
- Schedule - Set payment date
- Dispute - Flag for review
Payment History
Transaction Log
All payments in and out:
- Date
- Amount
- From/To
- Method
- Reference
Search & Filter
Find specific transactions:
- By date range
- By amount
- By vendor/client
- By method
Payment Methods
Track how payments are made:
| Method | Use For |
|---|---|
| Check | Traditional vendor payments |
| ACH/Bank Transfer | Electronic payments |
| Credit Card | Quick purchases |
| Cash | Small expenses |
| PayPal/Venmo | Client convenience |
Record method with each payment.
Payment Calendar
Visual view of cash flow:
- Due dates marked
- Payments scheduled
- Conflicts visible
Planning View
See upcoming:
- Week ahead
- Month ahead
- Identify busy periods
Reconciliation
Match payments to invoices:
Auto-Matching
System suggests matches when:
- Amounts match exactly
- Dates align
- Client/vendor matches
Manual Matching
For partial or split payments:
- Select payment
- Choose invoices to apply
- Allocate amounts
- Save
Proper reconciliation ensures your books are accurate. Take time to match payments correctly.
Notifications
Get alerts for:
- Payment received - Money came in
- Payment due - Bill coming due
- Payment overdue - Past due
- Payment bounced - Failed payment
Configure in Settings → Notifications.
Reports
Summary Report
High-level overview:
- Total received
- Total paid
- Net flow
- By period
Detailed Report
Every transaction:
- Full transaction list
- Export to accounting
Aging Reports
Receivables and payables by age:
- Identify collection issues
- Prioritize payments
Integration with Accounting
Sync with QuickBooks/Xero:
- Payments flow automatically
- Reconciliation simplified
- Single source of truth
See Integrations.
Best Practices
Regular Review
- Check weekly minimum
- Follow up on overdue
- Plan cash flow
Consistent Recording
- Record payments same day
- Include references
- Note special situations
Follow Up Early
Don't wait until severely overdue:
- Day 1: Payment due
- Day 7: Friendly reminder
- Day 14: Follow-up call
- Day 30: Formal notice
Next Steps
- Cash Flow - Visualize money movement
- Budget Management - Track project costs
- Integrations - Connect accounting software