Offlico printable checklist
Client Payment Tracking Checklist
Use this weekly review to keep paid, part paid, unpaid, disputed, and written off client payments clear after appointments.
1. Start from completed appointments
List every completed visit from the week.
Check each client name, service, date, and expected amount.
Confirm whether the visit needs an invoice, receipt, or payment note.
2. Match payment evidence
Cash received
Card payment
Bank transfer
Payment link
Deposit already paid
Receipt or bank reference saved
3. Use clear payment states
| Status | Use when | Next action |
|---|---|---|
| Paid | The full amount has been matched. | Close the follow up. |
| Part paid | A deposit or partial payment has arrived. | Record the balance due. |
| Unpaid | No matching payment is recorded. | Check terms and send a reminder. |
| Disputed | The client has queried the price or work. | Keep the message trail with the job. |
| Written off | You have decided not to chase. | Record the reason. |
4. Weekly close down
Send polite first reminders for newly overdue items.
Move unclear payments into a short review list.
Attach receipts, invoice references, or bank notes.
Check that bookkeeping totals do not include written off balances as expected cash.
This checklist is practical guidance, not accounting or legal advice. Use official guidance or speak to an accountant for tax-specific decisions.