How to Track Paid, Sent & Draft Invoices Without Accounting Software

You don't need accounting software to track invoices.

You just need a simple system that shows you:

Which invoices are drafts (not sent yet)
Which ones you've sent (awaiting payment)
Which ones are paid (money received)

That's it. No "accounts receivable aging reports." No "reconciliation status." No complex dashboards.

Just simple tracking that tells you what you need to know.

📖 Part of our invoicing guide series: Tracking is Step 5 in the invoicing process. For the complete guide, see How to Invoice as a Designer or Creator or Simple Invoicing for Creatives.

Why Simple Tracking Beats Accounting Software

Accounting software is overkill

Most accounting tools are built for businesses with:

Multiple employees
Complex expenses
Payroll
Tax reporting needs
Bank reconciliation

As a creative, you probably don't need any of that. You just need to know:

Did I send this invoice?
Has it been paid?
What's still outstanding?

Simple tracking is faster

With accounting software, you have to:

Navigate complex menus
Understand accounting jargon
Set up charts of accounts
Reconcile payments
Generate reports

With simple tracking, you:

Look at a list
See the status
Update when needed

That's it.

Simple tracking is clearer

Accounting software shows you:

"Accounts Receivable Aging Report"
"Reconciliation Status"
"Payment Reconciliation"
"Outstanding Invoices Report"

Simple tracking shows you:

Draft
Sent
Paid

Much clearer.

The 3 Invoice Statuses You Need

1. Draft

Meaning: Invoice created but not sent yet

When to use:

You're still editing the invoice
You're waiting to send it
You're preparing multiple invoices

What to do:

Finish editing
Review for errors
Send when ready

2. Sent

Meaning: Invoice delivered to client, awaiting payment

When to use:

Invoice has been sent to client
Payment is not yet received
You're waiting for payment

What to do:

Wait for payment (within payment terms)
Follow up if overdue
Update to "paid" when payment arrives

3. Paid

Meaning: Payment received, invoice complete

When to use:

Payment has been received
Invoice is complete
No further action needed

What to do:

Mark as paid
Note payment date
File for records

That's all you need. No other statuses required.

Simple Tracking Methods

Method 1: Spreadsheet (Free, Simple)

Best for: Low volume (under 20 invoices/month), maximum control

How to set it up:

Create a spreadsheet (Google Sheets, Excel, etc.)
Add columns:
- Invoice Number
- Client Name
- Amount
- Date Sent
- Due Date
- Status (Draft/Sent/Paid)
- Payment Date (when paid)
Add your invoices as rows
Update status as needed

Example:

Invoice #	Client	Amount	Date Sent	Due Date	Status	Payment Date
INV-001	Client A	$2,000	March 7	March 21	Sent	-
INV-002	Client B	$1,500	March 10	March 24	Paid	March 18
INV-003	Client C	$800	-	-	Draft	-

Pros:

Free
Full control
Easy to customize
Works offline

Cons:

Manual updates
No automation
Can get messy with high volume

Method 2: Invoicing Tool (Like inv.so)

Best for: Most creatives, automatic tracking, payment links

How it works:

Create invoice in tool
Status automatically set to "Draft"
When you send, status changes to "Sent"
When payment received, mark as "Paid"
Visual dashboard shows all statuses

Example dashboard:

Draft (2)
- INV-003 — Client C — $800
- INV-004 — Client D — $1,200

Sent (3)
- INV-001 — Client A — $2,000 — Due March 21
- INV-005 — Client E — $600 — Due March 25
- INV-006 — Client F — $1,500 — Due March 28

Paid (5)
- INV-002 — Client B — $1,500 — Paid March 18
- ... (4 more)

Pros:

Automatic status tracking
Visual dashboard
Payment notifications
No manual updates
Payment links included

Cons:

Costs money (usually $9-15/month)
Less customizable than spreadsheet

Method 3: Simple List (Text File or Notes App)

Best for: Very low volume, maximum simplicity

How to set it up:

Create a text file or note
List invoices with status
Update as needed

Example:

INVOICES 2026

INV-001 — Client A — $2,000 — Sent — Due March 21
INV-002 — Client B — $1,500 — Paid — Paid March 18
INV-003 — Client C — $800 — Draft
INV-004 — Client D — $1,200 — Draft

Pros:

Completely free
Maximum simplicity
Works anywhere
No setup

Cons:

Very manual
No automation
Can get messy
Hard to search/filter

What to Track (Minimum)

Essential information:

Invoice number — Reference for tracking
Client name — Who you invoiced
Amount — How much is due
Date sent — When you sent it
Due date — When payment is due
Status — Draft, Sent, or Paid
Payment date — When payment was received (if paid)

Optional but helpful:

Project description — What the invoice is for
Payment method — How they paid
Notes — Any relevant information

You don't need more than this. Keep it simple.

How to Update Status

When you create an invoice:

Status: Draft
Action: Finish editing, review, prepare to send

When you send an invoice:

Status: Draft → Sent
Action: Update status, note date sent

When payment arrives:

Status: Sent → Paid
Action: Update status, note payment date

That's it. Three status changes, maximum.

Tracking Overdue Invoices

How to identify overdue:

Check due date
Compare to today's date
If past due and status is "Sent" → Overdue

What to do:

Send friendly reminder
Wait a few days
Follow up again if still unpaid
Consider late fees (if specified in terms)

Most clients just forget. A friendly reminder usually works.

Simple overdue tracking:

Add a column in your spreadsheet:

Days Overdue — Calculate: Today's date - Due date

Or use your invoicing tool's overdue filter/view.

Monthly Invoice Summary

At the end of each month, review:

Total invoices sent — How many you sent
Total amount invoiced — How much you billed
Total paid — How much you received
Total outstanding — How much is still unpaid

This gives you a quick financial snapshot without complex reports.

Simple monthly summary:

March 2026 Summary

Invoices Sent: 8
Total Invoiced: $12,500
Total Paid: $10,000
Outstanding: $2,500

Overdue: 1 invoice ($800)

Takes 2 minutes to calculate. No complex accounting needed.

Common Tracking Mistakes

1. Not tracking at all

Problem: You forget which invoices are paid, which are sent, which are drafts.

Solution: Use one of the methods above. Even a simple list works.

2. Overcomplicating

Problem: You create a complex system with 20 columns and 10 statuses.

Solution: Keep it simple. Draft, Sent, Paid. That's enough.

3. Not updating status

Problem: You forget to mark invoices as "paid" when payment arrives.

Solution: Update immediately when payment arrives. Make it a habit.

4. Using accounting software for simple tracking

Problem: You use QuickBooks or FreshBooks just to track invoices.

Solution: Use a simple method instead. You don't need accounting software for this.

5. No system at all

Problem: You track invoices in your head or scattered emails.

Solution: Pick a method (spreadsheet, tool, list) and stick with it.

FAQs

Do I need accounting software to track invoices?

No. A simple spreadsheet, invoicing tool, or even a text file works fine.

How often should I update invoice status?

Update immediately when:

You send an invoice (Draft → Sent)
Payment arrives (Sent → Paid)

Don't wait. Update as things happen.

What if I have a lot of invoices?

If you have 50+ invoices/month:

Use an invoicing tool (like inv.so) for automation
Or use a spreadsheet with filters/sorting

Simple methods scale fine with good organization.

Should I track expenses too?

That's separate from invoice tracking. You can track expenses in:

A separate spreadsheet
A simple expense app
Your invoicing tool (if it has expense tracking)

But you don't need it for invoice tracking.

How long should I keep invoice records?

Keep for:

Tax purposes (usually 3-7 years, check your local laws)
Your own records
Client reference

Digital storage is fine. No need for paper files.

Ready for simple invoice tracking? Try inv.so free — automatic status tracking, no accounting bloat.