Successful professional writers don’t necessarily need expensive software to track invoices and payments! I’m a busy full-time freelance writer; here’s my spreadsheet for invoices and payments.

But, before the spreadsheet tips, a quip…

“Almost anyone can become an author; the business is to collect money and fame from this state of being.” – A.A. Milne.

If you’re dedicated and lucky enough to be collecting money from your freelance writing, then you need to find an organized way to keep track of your invoices and payments. Running a successful freelance writing business isn’t just about creativity, writing well, and breaking into new magazines – it’s about knowing how a small business operates. For more info, click on The Big Book of Small Business by Tom Gegax and Phil Bolsta, and read on for my spreadsheet for invoices and payments…

A Freelance Writer’s Spreadsheet for Invoices and Payments

This is a very basic, simple spreadsheet for tracking my writing assignments, due dates, word counts, and payments. It works like a charm!

First Column: Magazine & Article. My latest (just assigned yesterday) is “Best Health - Foods That Fight PMS.”

Second Column: Date Assigned. Insert the date the editor emailed you the contract or article details — the actual assignment, not the “hmmm…we think we like it but need more information” email.

Third Column: Amount Due. My favorite amount to insert for writing an article is $2,000. O happy day!

Fourth Column: Article Length. This is a new addition to my spreadsheet for invoices and payments. I like seeing at a glance which editor pays what, for how many words.

Fifth Column: Invoice Date. This is often the same day as when I submit my article. That is, I usually attach my invoice and article to the same email.

Sixth Column: Date & Amount Received. The payment amount is usually the same as “Amount Due” – but sometimes kill fees mess things up! I keep track of how long it takes a magazine to pay me, for future reference.

Seventh Column: Invoice Number. Every invoice submitted must have an invoice number – both for your records and for the magazine’s accounting department. Read A Freelance Writer’s Invoice, Plus Invoicing Tips for info on creating invoices without buying expensive software! My invoice numbers start with the year and end with the order an assignment was received (eg, my latest Best Health invoice number is 2009-xx).

Eighth Column: Notes. For instance, Reader’s Digest assigns “annex numbers” to the articles, which must be included on the writer’s invoice. I put my annex number in my Notes column, as well as any special I need to remember.

One thing I don’t include is “Article Due Date” simply because it hasn’t been necessary (though it might be good for future reference). I put my article due dates in my daytimer so they’re in front of me all the time, and I give myself “warning notes.” For example, one notation in my daytimer for this Friday is “Best Health – Foods/Mood - due one week.”

This spreadsheet for invoices and payments keeps me organized and successful as a freelance writer – and it keeps me on top of who hasn’t paid me! Believe me, it’s much easier to ask where a check is when you have your invoice date, invoice number, word count, and amount due at your fingertips.

What have I missed? If you have any tips or questions on this spreadsheet for tracking invoices and payments for writers, please comment below…

To keep your article pitches and queries organized, read Tracking Your Article Pitches and Submissions. 

And, to learn how to build an effective writing career, read 5 Tips for a Successful Freelance Writing Career.

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