Check unpaid invoices once a week

Bring receipts up to date

Before reviewing overdue balances, check recent payments in your accounting system. Add missing receipts, confirm imported opening balances and correct duplicate entries. A follow-up based on yesterday’s balance can create unnecessary work for both you and the client.

Review promises and disputes first

Look at payment dates that are approaching or have been missed. Check the source records before deciding a promise was broken. Review disputes separately and identify the next action needed to move each discussion forward. These invoices need context before they need a standard nudge.

Prepare a manageable follow-up run

Open the ready-for-follow-up view. Review the invoice reference, remaining balance, latest contact and any next-contact date. Prepare and read each draft individually. Send from your own mailbox, then log the actual contact so the next review starts with an accurate history.

• Has a new receipt changed the balance?
• Is there a current promise or unresolved issue?
• What did the last conversation establish?
• What useful answer should the next message request?

Leave the desk ready for next week

Record new promises, revised dates and unresolved questions. Use the cash outlook as a view of entered expectations, not assured receipts. Export the register when you need a portable review copy, and keep your accounting system current independently.