Freelancer Invoice & Payment Tracker
A done-for-you media and publishing automation built for the Managing Editor, connecting QuickBooks and Google Sheets so the work below happens on its own.
What this automation does, step by step
When a freelance contributor submits an invoice for a completed piece, this automation automatically checks it against the agreed rate and word count on file, routes it for editorial approval, and automatically schedules the payment once approved.
The manual back-and-forth that used to happen over freelancer payments, and the late payments that damage relationships with good contributors, both disappear.
- QuickBooks Online
- Zapier or Make.com
- Google Sheets (rate/word count reference)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left unautomated, a managing editor spends hours on the parts of this job that don't require judgment: copying data, sending reminders, and tracking status by hand. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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