Automating admin doesn’t mean you have to become a tech wizard or hire a bookkeeper tomorrow. It just means finding easier ways to get paid and keep track of your money. It’s also one of the smartest moves creative professionals can make.
You already work hard to deliver amazing creative work. The admin stuff shouldn’t be the thing that drains you. Time is money. And let’s get real – you didn’t start your creative business to spend your best hours buried in receipts or chasing payments!
With a few small changes, you can make invoicing and expense tracking smoother—and save yourself hours each week. Here’s how to cut down on the boring stuff.
1. Use invoicing software that makes sense at a glance
If you’re still making invoices in Canva or Word, it’s time to switch. You don’t need something fancy—just something that helps you send and track invoices without doing math every time.
- Pick software made for creatives:
- FreshBooks is simple and clean, and BY FAR, the easiest platform to use. It handles projects beautifully and my clients love it. (In fact, I like it so much, I’m switching my own business to it!
- Xero is flexible and great if you work with others. It’s reporting capabilities are quite flexible, and it can accommodate truly large-scale finances.
- QBO is the most commonly known platform but can be a bit clunky and rigid. If you’re going to use it without an accountant, be sure to get training on it before you start using it.
- Send your invoices from your phone or laptop. Many apps let you do it in minutes—even while you’re out on a shoot or between meetings.
- Better yet, set up recurring invoices. This is great for those that are the same every month, or for payments on a package.
- Set up automatic reminders. Your clients get a nudge when a payment is late – without you having to send another email.
Pro Tip: Add a “Pay Now” button to your invoices so clients can click and pay immediately. You’ll need to apply first, to be authorized by the payment processor. FreshBooks gives you options on what form of payments you want to accept.
2. Snap photos of receipts—don’t save paper piles
Got a shoebox full of receipts? Let’s retire that system.
• Use your phone to snap a photo of each business receipt. Tools like FreshBooks and Xero have built-in features for this.
• It automatically saves it to your expense log. You don’t have to keep the paper or remember the date.
• You can tag the receipt with a simple label—like “client lunch” or “gear.” That’s it.
Pro Tip: Make it a habit. Take 5 seconds to snap a photo right when you get the receipt. You’ll thank yourself later.
3. Check your money dashboard once a week
Automating admin doesn’t mean you don’t need to stare at spreadsheets. You just need a quick look at where things stand.
- Open your accounting app at least once a week. That’s it—just one quick check.
- Look at your dashboard. See how much invoiced money is outstanding, who owes you money, what’s your bank balance, and what are your recent expenses.
- These tools are made to be visual and easy to understand. No more guessing or digging through emails!
- You’ll catch problems early—like missed payments or duplicate charges.
Pro Tip: Checking your dashboard regularly is a simple way to keep automating admin ‘on auto-pilot.” Put a 20-minute “money check-in” on your calendar every Friday. Make it part of your wrap-up routine. I’ve actually made Fridays my “CEO Day.”
Want more detail on how to actually use dashboards and apps to stay on top of everything? These two articles go deeper into software, dashboards, and receipts: Effortless Expense Tracking for Creative Professionals and Cash Flow Tools for Designers: A Guide
4. Save email templates—and keep them easy to find
If you find yourself writing the same kinds of emails over and over again, save your best versions.
- Create simple email templates for common situations. Invoices, payment reminders, new project kickoffs, and thank-you notes are great ones to start with.
- Write them in your voice. Friendly, clear, and professional—but not stiff. Here’s an example:
“Hi [Client Name], just a quick note that your invoice for [Project Name] is attached. Let me know if you have any questions—thank you!” - Store your templates in a spot that’s easy to access, where you’ll actually use them.
- If you use Apple Mail or iPhone Mail: Save templates in the Notes app (create a folder just for “Client Emails”) so you can copy and paste them on any device. You can also pin your most-used notes at the top.
- If you use Microsoft Outlook: Create email drafts and keep them in a dedicated folder labeled “My Templates.” Use the View Templates button in the Message window to select the one you want. You can also create signatures with template content for quick access.
- If you use Gmail: Turn on “Templates” in Settings > Advanced, and you can save and reuse messages right in your inbox.
- If you prefer Notes or Google Docs, create a “Client Email Templates” file or folder.
- Want something even easier? Use your phone’s Notes app so you can copy and paste quickly when you’re on the go.
Pro Tip: Add a few lines at the top of your template file to remind yourself which ones to use when—like a mini cheat sheet.
5. Choose tools that feel good to use
If it stresses you out to use it, you won’t use it. And then the whole system falls apart.
• Try tools that are designed for creatives. FreshBooks, for example, has a clean layout, colorful graphs, and a dashboard that feels like a creative app—not a spreadsheet.
• Use free trials before you commit. Don’t force yourself to use software that makes your head spin.
• Look for tools with mobile apps. That way you can manage things in real-time, when inspiration (or receipts) strike.
Pro Tip: Ask a fellow creative what they use. You’re more likely to stick with a tool someone like you already loves.
Final Thoughts
Automating admin is not about turning you into an accountant. It’s about getting the “busy work” off your plate so you can focus on what you actually love doing.
The fewer decisions you have to make about money and admin, the more brainpower you keep for your real work.
And if you want help setting up your accounting app or scaling your business, Click Here – let’s talk.
