Free sample · Admin Install · Frontcountry
Filled Intake → Invoice → Reminder skeleton for a fictional Flathead shop. Study the ladder; your install gets your names and tools.
Not for: bookkeeping, tax filing, collections agency work, legal demand letters, QuickBooks migrations, 24/7 inbox, or Frontcountry holding client funds. Fictional shop below — not a real client file. $300 setup live on Gumroad; optional $49/mo ASSUMED until written agreement.
Shop: Ridge Line Field Ops (fictional Kalispell composite) Lane: property-care / small jobs Town: Kalispell / Flathead Valley Stack in this sample: Google Form → Sheets · Gmail · Stripe Payment Link · AR sheet tab Rule: one source of truth for “unpaid” = the AR sheet
Subject: Got your request — Ridge Line Field Ops Thanks [Name] — we received your intake for [Job type] at [Site or “remote”]. Next step: we’ll reply within 1 business day with either (a) a short estimate range, (b) a site-visit time to confirm, or (c) a polite no-fit if we’re the wrong crew. Please don’t send payment yet. Work and billing start only after you approve the estimate in writing (email is fine). — [Operator first name] Ridge Line Field Ops [phone] · [email]
Internal checklist: Leads row · photos filed · fit check · decline or estimate draft. Decline stays honest — no charge for intake.
Subject: Invoice #[YYYY]-[###] — [Job short title] — due [Due date] Hi [Name] — Thanks for having us out on [completion date]. Invoice #[YYYY]-[###] Client: [Name] Job: [short title] Completed: [date MT] Line Amount [Service line] $[A] [Materials / pass-through] $[B] Deposit already paid −$[D] Balance due $[Due] Due date: [completion + 7 calendar days, or your Net policy] Pay: [Stripe/Square/Gumroad/Venmo business link] Memo: Invoice #[YYYY]-[###] Questions on the line items? Reply within 3 days — silent “it’s wrong” after day 3 still means the invoice stands unless we agree a change in writing. — [Operator] Ridge Line Field Ops [phone] · [email]
Minimum columns:
invoice_id | client | email | issued_mt | due_mt | amount_due | amount_paid | status | last_touch_mt | notes
Statuses: Open · Partial · Paid · Disputed · Written-off (rare)
Day-0 habit: row = Open · calendar for Due+0 · Due+3 · Due+7 · Due+14.
No fake late fees unless a fee was in the signed estimate. No public shaming. No calling their employer.
Subject: Friendly reminder — Invoice #[ID] due today Hi [Name] — quick nudge that invoice #[ID] for $[Due] is due today ([due date]). Pay link: [link]. If you already paid, thank you — reply with the confirmation and we’ll mark it Paid. — [Operator]
Subject: Checking in — Invoice #[ID] ($[Due]) Hi [Name] — invoice #[ID] is 3 days past due ($[Due]). Link again: [link]. If cash-flow timing is the issue, reply with a date you can clear it and we’ll note the plan. — [Operator]
Subject: Past due — Invoice #[ID] — need a plan this week Hi [Name] — invoice #[ID] ($[Due]) is now 7 days past due. Please pay via [link] or reply PLAN with a firm payment date this week. If something on the job was unsatisfactory, say so in writing so we can address scope — silence keeps the balance due. — [Operator]
Subject: Final admin notice — Invoice #[ID] Hi [Name] — this is our final routine reminder on invoice #[ID] ($[Due], issued [date]). Pay: [link]. If we don’t hear from you within 5 business days, we’ll pause new work for this account and decide next steps (which may include a collections pathway or small-claims review — only if that is actually your policy; do not bluff). — [Operator]
After R4: update status + notes · pause new jobs until Paid or written plan · escalation beyond admin = operator decision (outside Path 9 scope).
Out of scope: tax categories, 1099 advice, clinical/legal language beyond admin billing. We install process + copy; you still send invoices and own the client relationship.
$300 setup live on Gumroad · then $49/mo (ASSUMED) optional hygiene · setup can stand alone · cancel retainer end of paid month.
Checkout $300 setup — Gumroad Email YES — desk@ Open sales page
Include: what you sell, tools you already use, and one stuck invoice story (optional). Not bookkeeping. Not collections. Not Path 3 reviews or Path 5 GBP.