- I hear you on the paper folder chaos—been there, done that, lost a few receipts to the wind (literally, once, on site).
- I actually use a notes app with checkboxes for each payment or invoice. Quick to update, and I can see at a glance what’s outstanding.
- Photos are great, but I’d suggest backing them up to the cloud just in case your phone decides to take a swim.
- Spreadsheets can be overkill unless you’re juggling a ton of projects. For one or two builds, simple is usually best.
- One thing I do: jot down payment due dates in my calendar with reminders. It’s saved me from late fees more than once.
- At the end of the day, whatever keeps you sane and your lender happy is the right system.
Definitely relate to the chaos of paper folders—once had a stack blow across a muddy site and spent half an hour chasing invoices. I’m with you on keeping it simple. For me, reminders in my phone calendar are non-negotiable, but I do keep a running list in Google Keep too, just in case I need to check something on the fly. Spreadsheets only come out when there’s more than three projects at once—otherwise, it’s just extra work. Cloud backup is a must, though. Lost a phone to concrete dust once... learned that lesson quick.
Honestly, I tried the phone calendar thing for a while but it got too cluttered—kept missing stuff buried under all my other reminders. Here’s what’s worked for me:
- Whiteboard in the kitchen with due dates and payment amounts. Old school, but I see it every day.
- Hard copies of invoices in a plastic folder (learned after one got soaked in the rain).
- I do use Google Drive for scans, but only update it once a week—less stress than keeping up daily.
Spreadsheets felt like overkill for just one build, but maybe I’m just not a spreadsheet person.
Spreadsheets felt like overkill for just one build, but maybe I’m just not a spreadsheet person.
I get where you’re coming from—spreadsheets can feel like a lot if you’re only managing a single project. I used to keep everything on paper too, back when I was running smaller jobs. Had a binder with tabs for each trade, invoices, draw schedules, the whole deal. It worked fine until I started juggling more than one build at a time. That’s when things started slipping through the cracks.
The whiteboard idea is solid, especially if you’re visual. I’ve seen clients use those big wall calendars too, color-coded for each payment or inspection. It’s hard to ignore something that’s staring you in the face every morning while you’re making coffee.
I do lean on spreadsheets these days, but not the crazy complicated kind. Just a simple table with columns for due dates, amounts, who’s getting paid, and whether the bank’s signed off. It’s less about being a “spreadsheet person” and more about having a single place to check when someone calls asking about a payment. But yeah, if it feels like overkill, it probably is for your situation.
One thing I’d watch out for with hard copies—rain isn’t the only hazard. I had a client lose a stack of invoices to a spilled cup of coffee once. After that, I started scanning everything as soon as it came in, just in case. Google Drive once a week sounds reasonable, though. Daily updates would drive me nuts.
Honestly, whatever system keeps you from missing payments is the right one. The trick is finding something you’ll actually stick with, not what looks best on paper.
WHITEBOARDS VS. TECH: DOES PAPER REALLY CUT IT?
I get the appeal of whiteboards and paper—there’s something satisfying about crossing stuff off in real life. But isn’t there a risk of missing details when things get busy? I’ve had projects where a sticky note got lost and suddenly a payment deadline slipped by. Even with just one build, what happens if you’re out of town or someone else needs to check on things?
I’m not totally sold on spreadsheets either, but I wonder if there’s a middle ground. Maybe an app that sends reminders or lets you snap photos of invoices right from your phone? Feels like relying on hard copies alone could backfire, especially if you’re juggling site visits and meetings. Or am I just overthinking it?
