How to keep track of overdue invoices.

A practical recordkeeping method for UK service businesses, whether you use spreadsheets or a dedicated desktop application.

1. Record the invoice accurately

Keep the customer name, invoice reference, issue date, agreed due date and total together. Retain the issued document and avoid overwriting historical information to hide a mistake.

2. Separate invoiced money from money received

Issuing an invoice does not mean the customer has paid. Track every payment amount and date against the correct invoice, including partial payments.

3. Review overdue balances regularly

Filter by due date and outstanding balance. Contact customers politely, keep a record of what was agreed and avoid accidentally sending a reminder after a payment was recorded.

4. Correct mistakes without losing context

Distinguish an accidental payment entry from an actual refund. Keep exports and backups so previous periods can be reviewed when necessary.

How YCB Desk is designed to help

Its Windows workflow brings client details, invoice states, payment history and follow-up tasks together. Features remain subject to final release acceptance.

General guidance only. Read official GOV.UK guidance on invoicing and taking payment.