When your client load starts to max out, or even if you’re still only running just a few clients each week, you’ll need a good system to keep track of who paid what, when they paid, and how they paid. That’s where your online calendar system comes into play.
Always Write It Down
There’s nothing worse than trying to remember if a client paid you. You think you’ll remember, but you won’t. So don’t even try.
To make things easy, I use my Google calendar.
After each session, I click on the appointment and edit the content with the following information:
- I put a ‘K’ for if the kept the appointment, ‘NS’ if they no-showed (yes, they get charged), or ‘C’ if they cancelled but no charge.
- I put the amount each person paid. Important—I don’t put what they should have paid, but what they actually paid.
- I put how they paid. If they paid cash I put ‘cash’. If they paid by check, I put ‘#1234’ or whatever the check number is. If they paid using Credit or Debit card I put what it was—Visa, Master Card, etc… and the last four numbers of the card.
This is what a typical week (or partial week) looks like on my calendar. (the names have obviously been obscured)
- Standard Kept appointment. Paid $60 cash.
- Orange calendar showing family event.
- Client Kept the appointment—They are prepaid so no payment info needed.
- I carry one Pro Bono Client, which kept their appointment.
- Client Kept the appointment but didn’t pay, so I show it as needing to be invoiced.
- This is a New, first-time client. They Kept the appointment and paid by check #1049.
- Client had a balance. I put a note when doing the bookkeeping to remind me.
- Client made a double payment to make up for invoiced amount last week.
- Another personal calendar showing personal meetings and location.
As you can see, it’s really not that complex. The system works as long as you use it.
Bonus—The Easiest Accounting Software
If you need to save some money and do your own bookkeeping, thenthis is the easiest accounting software to use.
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