Payment ledger feature
Payment Ledger
ScopeDue’s payment ledger gives freelancers a clear payment status history for approved client changes. The client can mark paid and upload proof, but the freelancer confirms receipt. That keeps “I paid” separate from “payment received,” so extra work, final handoff, or source file release can wait for the right condition.
Last reviewed: May 26, 2026 · Product feature page · Built for U.S. freelancers and solo studios
The key rule: client marked paid is not the same as freelancer confirmed received
A payment ledger should not be a fragile paid/unpaid checkbox. In ScopeDue, the client can say payment was sent and attach proof. The freelancer checks their side and confirms received. Until that confirmation happens, the item can stay in paid pending confirmation instead of being treated as fully paid.
What this feature does
Track payment status around client changes, revisions, and handoff
The Payment Ledger is for billable work items that need a clear record: a priced change request, an extra revision, a source file fee, a milestone, or a final handoff payment. It records the status, the actor, the time, the proof reference, and the next action.
Use it when an approved change is waiting on payment, when a client says they paid but you have not received it yet, or when final files should stay paused until payment is confirmed.
Product workflow
Pain → ScopeDue workflow → What gets recorded
Pain
A client approves extra work and says they sent payment, but you cannot confirm it yet. If you keep working from a chat message alone, the record gets scattered across email, text, screenshots, and memory.
ScopeDue workflow
- Create a payment item for the approved request.
- Send the client link or payment message.
- Let the client mark paid or upload proof.
- Confirm receipt on your side.
- Save the event history to the proof record.
What gets recorded
Scope, price, due date, payment requested, client marked paid, proof uploaded, freelancer confirmation, overdue/dispute notes, handoff status, and the Proof Pack timeline.
Payment status history
A practical status system for approved but unpaid work
Freelance payment problems usually need more detail than “paid” or “unpaid.” The ledger makes each status specific enough to guide the next step without turning ScopeDue into an accounting system.
| Status | What it means | Who can trigger it | Typical next action |
|---|---|---|---|
| Payment requested | You asked the client to pay for the approved item. | Freelancer | Wait for client action or send a reminder. |
| Paid pending confirmation | The client marked paid or uploaded proof, but you have not confirmed receipt. | Client | Check your account, then confirm received or add a note. |
| Paid | You confirmed the payment was received. | Freelancer | Start the work, continue the revision, or release handoff if the project terms allow it. |
| Overdue | The due date passed without confirmed payment. | Freelancer or system rule | Use a follow-up message or keep work/handoff paused. |
| Disputed | There is a disagreement or question about payment. | Freelancer or client | Review the approval trail, payment proof, and project record. |
| Waived | You decided not to collect this payment item. | Freelancer | Keep the waiver in the business record for context. |
Example client scenario
When a client says “I paid,” but you need to confirm it
Change approved
The client approves a priced change request for an extra landing page. The request requires payment before work starts.
Payment requested
ScopeDue creates a payment item tied to the approved change. The item is visible in the payment ledger.
Client marked paid
The client clicks “I paid” and uploads proof. The status becomes paid pending confirmation, not fully paid.
Freelancer confirmed received
You check the payment on your side and confirm receipt. The change request becomes ready to start, and the event is saved to the Proof Pack timeline.
Freelancer use cases
Where the payment ledger helps most
Web designers
Track payment for extra pages, plugin setup, launch changes, rush updates, or final website handoff before the project continues.
Graphic designers
Record payment for extra concepts, extra revision rounds, alternate formats, editable files, or source file release requests.
Video editors
Track extra cuts, caption versions, vertical exports, additional rounds, high-res final exports, or handoff after payment confirmation.
Freelance developers
Keep extra feature requests, deployment changes, bug fixes outside scope, and release conditions tied to payment status.
Copywriters
Track payment for extra pages, rewrites, rush copy, additional deliverables, or final delivery before a remaining balance is confirmed.
SEO and social media freelancers
Connect extra reports, additional posts, campaign asset changes, or last-minute deliverables to a clear approval and payment record.
Create a clear record before the work continues
Track the payment item, then confirm when the money is actually received.
Use ScopeDue to keep payment requested, client marked paid, proof uploaded, freelancer confirmed received, and handoff status in one place.
Practical checklist
Before you continue work after a client says they paid
Use this checklist for any approved change where payment is required before work, revision, final handoff, or source file release.
- Confirm the payment item is tied to the correct project, client, and change request.
- Check whether the client approved the price and timeline impact before the payment request was sent.
- Record the amount due, due date, and payment condition in the ledger.
- Let the client mark paid or upload proof, but do not treat that as final receipt.
- Check your bank, payment app, or invoicing system before marking payment received.
- If the money is not visible yet, keep the item in paid pending confirmation and add a note.
- Once received, confirm payment in ScopeDue and unlock the next action if the request allows it.
- Export or save the Proof Pack record for project closeout or future reference.
Decision guidance
Use this when / do not use this when
Use the payment ledger when
- A priced change request was approved but still needs payment.
- The client says payment was sent and you need to confirm receipt.
- Final handoff or source file release depends on payment confirmation.
- You need payment events included in a Proof Pack.
Do not use it as
- A payment processor or automatic collection system.
- A replacement for bookkeeping, tax, or accounting records.
- A legal guarantee that a client will pay.
- A way for clients to self-confirm final paid status.
Common mistakes
Payment tracking mistakes that create confusion later
Starting work from “sent!”
A client message that says payment was sent is helpful, but it should not be the final paid status. Keep the item pending until you confirm receipt.
Separating payment from the approved change
If the payment record is separate from the approved change, it becomes harder to show what the client approved, what was owed, and why the work was paused.
Releasing final files too early
If final payment is required before handoff, connect the ledger to a handoff lock so release is based on confirmed receipt.
Using emotional follow-ups
When payment is overdue, a calm status-based message is usually better than restarting the whole argument. Use a late payment reminder generator when you need a clear script.
Related ScopeDue workflows
Connect payment status to approval, proof, and handoff
Before payment
Use change request approval to get the price, scope, and timeline impact accepted before the payment request goes out.
During payment
Use the ledger to track requested, client marked paid, proof uploaded, overdue, partial, disputed, waived, or freelancer confirmed received.
After payment
Use a sample Proof Pack to see how approval and payment events can appear in a clean project record.
Payment ledger FAQ
Questions freelancers ask before tracking payment status
Can a client mark a payment as fully paid in ScopeDue?
No. A client can mark that payment was sent and upload proof, but only the freelancer can confirm that payment was received. This protects the difference between a client action and a confirmed payment event.
What is the payment ledger for?
It records payment requests, client-marked-paid events, uploaded proof, freelancer confirmation, overdue status, disputed status, waiver notes, and related timeline events for a billable item.
Does ScopeDue process payments?
This feature page describes payment status tracking and proof records. ScopeDue is not presented here as a payment processor, accounting system, tax tool, or automatic collection service.
Can the payment ledger help with handoff decisions?
Yes. When payment is required before work or final handoff, the ledger helps show whether the item is requested, pending confirmation, confirmed paid, overdue, disputed, or waived before the next action happens.
Responsible product note
ScopeDue helps freelancers create a clear business record of approvals, payment events, and handoff decisions. It is not a substitute for legal, tax, or accounting advice, and it does not guarantee payment or automatically collect money from clients.