How I track overdue freelance invoices in a spreadsheet (UK-friendly chase cadence)
Late invoices are rarely dramatic on day one. They become painful when you cannot answer three simple questions:
- Who still owes me?
- When did I last chase them?
- What is the next polite step?
You do not need accounting software for that. A plain spreadsheet - Excel or Google Sheets - is enough if the columns are deliberate and you actually log every follow-up.
This is a how-to for organisation. It is not tax, VAT, CIS, bookkeeping, or legal advice. Check GOV.UK and a qualified professional for your own compliance. Late-payment rights depend on your contracts and the law that applies to you.
Disclosure: I built and sell a small GBP7 Invoice & Chase Tracker workbook based on this setup (Gumroad listing). Below I explain the free method first so you can copy it yourself. There is also a free chase-email freebie (Gumroad freebie) at the end.
The minimum viable invoice log
Create a sheet called Invoices with one row per invoice. Keep status values consistent so formulas work.
| Column | Why it matters |
|---|---|
| Invoice number | Your reference in every chase email |
| Client | Who to contact |
| Project / description | Context in one glance |
| Issued date | When the clock started |
| Due date | When a chase is on time vs late |
| Amount (GBP) | Outstanding maths |
| Status |
Draft / Sent / Due / Overdue / Paid
|
| Paid date | Optional; helps average days to pay later |
| Notes | PO numbers, accounts-email, quirks |
Status discipline: do not invent spellings (over due, paid). Pick five words and stick to them. Dashboard counts with COUNTIF / SUMIF depend on exact matches.
A tiny Dashboard that earns its keep
On a Dashboard sheet, surface only what changes behaviour:
- Total outstanding (SUMIF where status is not Paid)
- Overdue count (COUNTIF status = Overdue)
- Paid this month (optional SUMIFS on paid date)
- Breakdown by status
If a metric does not change what you do on Monday morning, skip it.
The chase log (the part most freelancers skip)
Create a second sheet: Chase Log.
| Column | Example |
|---|---|
| Date | 2026-09-19 |
| Invoice number | INV-1042 |
| Channel | Email / Call / LinkedIn |
| Outcome | No reply / Promised Friday / Sent to accounts |
| Next chase date | 2026-09-24 |
| Notes | Asked if PO was raised |
Logging chases does two useful things:
- Stops you from remembering you chased when you only thought about it.
- Gives you a calm paper trail if you later need to escalate under your contract.
You are not being aggressive by writing things down. You are being organised.
A UK-friendly chase cadence (polite, factual)
Adjust to your contract and relationship. A pattern that works for many solo freelancers:
| When | Action | Tone |
|---|---|---|
| Same day as delivery | Send the invoice | Clear amount, due date, how to pay |
| On the due date | Gentle nudge | Just checking it arrived / anything else needed? |
| +3-5 working days | Second follow-up | Ask for an expected payment date |
| +3-5 working days | Third follow-up | Still courteous; confirm it is in a payment run |
| After a clear trail | Final reminder before next steps | Factual; invite them to raise any query |
Stay polite. Escalate only after a documented trail. Do not threaten what you are not prepared to do. This article does not advise on statutory interest, Late Payment legislation, or debt recovery - get proper advice if a dispute continues.
Email wording that does not sound like a threat
Keep subject lines boring and searchable: include the invoice number.
Friendly first nudge
Subject: Quick follow-up on my invoice
Hi [Name], I hope youre well. I just wanted to gently follow up on invoice [number] for [project], which was due on [date]. Please let me know if you need me to resend it or if there is anything else you need from me.
Checking it reached accounts
Subject: Invoice [number] - received safely?
Hi [Name], Im checking that invoice [number] for [amount] reached you and the right person in your accounts team. It was due on [date]. Would you mind confirming when you have a moment?
Clear payment-date request
Subject: Payment date for invoice [number]
Hi [Name], A quick follow-up on invoice [number] for [amount], now [n] days overdue. Could you please let me know the expected payment date? Im happy to answer any questions about the work or paperwork.
Copy these into a Rates & Terms tab in your workbook so you are not rewriting from scratch every time.
Spreadsheet hygiene tips
- Invoice the same day you deliver - fewer gaps.
- Freeze the header row - you will scroll.
- Mark sample rows EXAMPLE - so an empty-looking file is not confusing if you share a template.
- One chase row per touch - never overwrite the previous note.
- Review outstanding every Monday - ten minutes beats end-of-month panic.
Excel vs Google Sheets
- Excel / LibreOffice: open the
.xlsxdirectly. - Google Sheets: File -> Import -> Upload, or upload via Drive then open with Sheets. Re-check data validation on the Status column after import.
No macros required for the core setup.
What this system deliberately does not do
- Calculate your VAT return or CIS
- Replace your accountant
- Guarantee faster payment
- Act as a legally binding debt process
It only makes unpaid work visible and your follow-ups consistent.
Freebie + paid workbook (ownership disclosed)
Free: Five UK-tone chase email snippets you can copy:
https://gajames.gumroad.com/l/tjrcyk
The in-article wording above is enough to start; the freebie pack is the same tone in one download.
Paid (GBP7): If you would rather not build the sheets from scratch, I sell Invoice & Chase Tracker - an Excel workbook that also imports to Google Sheets, with Dashboard, Invoices, Chase Log, Rates & Terms, and setup README:
https://gajames.gumroad.com/l/euvsdf
For a quick overview of the approach, see the landing page.
Ownership disclosure: I am the seller (Gary James / these Gumroad listings). Both the freebie and the GBP7 workbook are organisational templates only - same limits as everything above. No income claims, no get paid faster guaranteed promises.
If you already have a system that works, ignore the product link and keep your process.
Honest ask
If you chase late invoices: what column or workflow step is still missing for you day-to-day? I read replies and improve the workbook from real friction - not from marketing adjectives.
Templates and trackers for personal organisation only. Not accounting, tax, legal, or financial advice. You remain responsible for your own invoices, contracts, and compliance.
More guides: https://brewpage.app/public/WWAqpLKhQJ
For a broader first-week workflow, see the Week-1 Ops Starter Bundle (£19): https://gajames.gumroad.com/l/week-1-ops-starter-bundle/
Week 1 offer: Use code WEEK1 for 20% off the £7 Invoice & Chase Tracker or £19 Week-1 Ops Starter Bundle, through 26 September.
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