Active clients board
Every open invoice grouped by client with status, due date, amount, and last-touch note.
Templates · Agency receivables
A client payment tracker template for agencies
When your agency runs ten or twenty active clients at once, a tangle of separate invoices makes it impossible to see who actually owes you. This template puts every invoice on one board, grouped by client, with a status and a last-touch note so account managers know what to chase. Cash Workspace gives you one place to record each invoice, mark its status, and group the board by client.
The problem
Why agency receivables slip through the cracks
Agencies juggle retainers, project invoices, and pass-through costs across many clients, so a single late invoice is easy to lose. Without one board grouped by client, nobody owns the follow-up.
- Three account managers each track their own clients, so there is no single view of who owes what.
- An invoice sent 45 days ago is forgotten because no record shows it is still unpaid.
- Partial payments get recorded in someone's inbox instead of against the invoice.
- At month-end nobody can say how much is outstanding without opening five tools.
- Last contact with a slow-paying client lives in an account manager's memory, not a note.
The workflow
Run one payment board across all clients
Record every invoice the same way, group the board by client, and update statuses as money comes in.
- 1
Add each invoice
When an invoice goes out, record the client, invoice number, invoice date, due date, and amount on the board.
- 2
Set a status
Mark it sent, partial, paid, or overdue, and change it the moment a payment lands or a due date passes.
- 3
Group by client
View the board grouped by client so each account manager sees their clients' open balances together.
- 4
Note the last touch
After any follow-up, record the date and what was said so the next nudge is informed, not repetitive.
- 5
Review weekly
Scan everything marked overdue once a week and decide who follows up before the next invoice ships.
Record structure
What to record for each client invoice
A small, consistent field set turns scattered invoices into a board you can sort and group.
- Client
- The client record the invoice belongs to, so the board can group by it.
- Invoice number
- Your scheme's number, e.g. AGY-2026-114, kept unique across all clients.
- Invoice date
- When you issued it, so it lands in the right month and fiscal year.
- Due date
- When payment is owed, so overdue invoices surface on their own.
- Amount
- The invoice total and currency for that client.
- Status
- Sent, partial, paid, or overdue, updated as payments arrive.
- Last-touch note
- Date and summary of your most recent follow-up with that client.
- Invoice PDF
- The sent invoice attached to its record so the number and document stay together.
Example setup
An example agency board setup
One way to structure the board inside your workspace.
Paid this quarter
Invoices marked paid, filed by quarter so the open board stays focused on what is owed.
Sent invoice PDFs
The PDF of each invoice attached to its record, by client.
Follow-up notes
A running note per slow-paying client capturing each contact and what was promised.
Common mistakes
Mistakes to avoid
- Letting each account manager keep their own list, so there is no agency-wide view.
- Leaving status as 'sent' after a partial payment, so the open balance is wrong.
- Skipping the last-touch note, so two people chase the same client in one week.
- Mixing pass-through media costs and fee invoices without labeling, so the board misleads.
- Reviewing receivables only at month-end, when 30-day-late invoices are already 60.
How it helps
How Cash Workspace helps
One board for every client
Record each invoice with client, amount, dates, and status so the whole agency works from one list.
Group by client
Group the board by client to see each account's open balance and overdue items together.
Statuses and notes
Mark invoices sent, partial, paid, or overdue and keep a last-touch note so follow-up stays coordinated.
Related
Related agency and payment templates
Retainer payment tracker
Track recurring monthly retainers per client across the year.
Milestone payment tracker
Track deposit, midpoint, and delivery payments per project.
Billable expense report
Organize pass-through costs to re-bill cleanly to clients.
Agency finance checklist
A monthly close routine for agency receivables and records.
Unpaid invoice tracker
Organize unpaid invoices so follow-up is simple.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Agency payment tracking FAQ
- Can I see all clients' balances in one place?
- Yes. You record every invoice on one board and group it by client, so each account's open and overdue invoices appear together without exporting to a spreadsheet.
- Does this send payment reminders to clients?
- No. The board organizes invoice records and lets you keep a last-touch note; you send any follow-up yourself. It does not send reminders or messages on its own.
- Can I separate retainer fees from pass-through media costs?
- Yes. Label or tag each invoice so fee invoices and pass-through costs stay distinguishable when you group the board by client.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
See who owes your agency at a glance
Start a free workspace and put every client invoice on one board, grouped by client, so your team always knows what to chase and what has been paid.