Simple Tips to Organise Your Invoicing Process

Without the Overwhelm

It’s the end of the month, and you know what’s coming.

Invoices.

The admin mountain you’d rather avoid. You tell yourself, “I’ll do it tomorrow,” but tomorrow turns into next week, and before you know it, you’re scrambling to get paid.

Sound familiar?

You’re not alone.

One of my clients was in the same position.

They had eight recurring clients, all on different packages at different rates, and no proper system in place.

Some agreements were verbal, others buried in old emails, and every month, invoicing turned into a stressful, time-consuming nightmare.

They needed a simple system, one that didn’t require fancy software or a steep learning curve.

So, we built a process tailored to their needs, and now, they have invoices sent out in hours instead of days.

Here’s how you can do the same.

Step 1: Create a Master Client List

Before you even think about invoicing, you need a clear overview of your clients.

We set up a spreadsheet with all their details, names, contact information, agreed rates, and billing cycles.

No more digging through emails to figure out what was agreed and when payments were due.

Step 2: Track Your Hours (or Services) Consistently

One of the biggest reasons my client’s invoicing took so long is that they had to piece together hours from memory.

We created a simple spreadsheet where they logged their hours daily, noting which client, how many hours, and what work was done.

When invoicing time rolled around, everything was ready at a glance.

Step 3: Use an Invoice Template That Works for You

Because they weren’t tech-savvy and didn’t want to use invoicing software, we created a

Word invoice template that was easy to reuse.

With a pre-set table for details, each invoice stayed neat and professional.

We also added a simple filename structure - Invoice number, month, and year.

Step 4: Set Up an Invoice Log

Once invoices are sent, tracking them is just as important.

We built an invoice log with key details.

Invoice number, description, amount, date sent, and date paid.

With a few formulas, we automated total revenue and tax calculations, giving them instant

visibility on their finances without any extra effort.

The Power of a Simple System

Because of these small changes, invoicing went from a dreaded task to a smooth, stress-free process.

No more last-minute scrambles.

No more unpaid invoices slipping through the cracks. Just a simple, effective system that ensures payment on time, every time.

If you’re tired of the invoicing struggle and need help with your invoicing process, please don’t hesitate to contact me.

I’ll create a bespoke process to suit your specific needs.

CONTACT ME