Keep Track of Bookings and Invoices
- Tori Lynn Crowther
- Mar 11
- 6 min read
Updated: Mar 26
How to Keep Track of Bookings and Invoices for Free
A practical guide for professional dog walkers
Running a dog walking business involves far more than leads, muddy boots and a pocket full of biscuits. Behind the scenes there is a quieter job that keeps everything running smoothly: tracking bookings and making sure invoices are organised and paid.
The good news is you do not need expensive software to do this. With a few simple free tools and a sensible system, you can keep your records tidy, professional and easy to manage.
Below is a straightforward system that works well for dog walkers and small pet care businesses.
1. Start With a Simple Booking Tracker
The first step is knowing who is booked in, when, and for what service.
You can do this easily using Google Sheets or Microsoft Excel Online, both of which are free.
Create a simple spreadsheet with the following columns:
Client name
Dog name
Service type (group walk, solo walk, training session etc.)
Date of booking
Time of booking
Price
Payment status (Paid / Unpaid / Invoice Sent)
Each row represents one booking.
This becomes your master list, so you can instantly see:
Who is booked in
What they owe
What has already been paid
Many professional dog walkers colour code their spreadsheet:
Green = Paid
Yellow = Invoice sent
Red = Outstanding
It takes seconds to scan and gives you a clear picture of your income.
2. Use a Free Calendar for Daily Scheduling
While your spreadsheet tracks the business side, your calendar manages your day.
Free options include:
Google Calendar
Apple Calendar
Outlook Calendar
Add each booking to your calendar so you can see your walking schedule clearly.
For example:
9:30 – Bella (Group Walk)
10:30 – Max (Solo Walk)
12:00 – Training Session – Luna
The benefit of a digital calendar is that it can:
Send reminders
Sync with your phone
Help you avoid double bookings
Think of it as your daily route map.
3. Create a Simple Invoice Template
Invoices do not need to be complicated.
You can create one easily in Google Docs or Word Online.
A basic invoice should include:
Business name
Your contact details
Client name
Invoice number
Date
Services provided
Total amount due
Payment deadline
Payment method
Example:
TLC Dog Walking
Invoice #1023
Client: Sarah Jones
Service: 5 Group Walks
Total: £60
Payment due: 7 days
Once you create a template, you simply duplicate it and change the details for each client.
4. Keep an Invoice Number System
Every invoice should have a unique number.
This keeps your records tidy and avoids confusion later.
A simple system works perfectly:
1001
1002
1003
Or
2026-01
2026-02
2026-03
Record the invoice number in your booking spreadsheet so you can match payments to invoices easily.
5. Store Everything in One Folder
Organisation saves an enormous amount of time.
Create a main folder in Google Drive or Dropbox called:
Dog Walking Business
Inside it create folders such as:
Bookings Spreadsheet
Invoices Sent
Paid Invoices
Client Information
Every invoice you send should be saved there as a PDF.
If a client ever says “I never received that invoice”, you can find it in seconds.
6. Track Payments Weekly
Once a week, set aside ten minutes for admin.
Check:
Which invoices have been paid
Which are outstanding
Which bookings need invoicing
Update your spreadsheet accordingly.
Small weekly checks prevent the dreaded situation where you suddenly realise three months of invoices are missing.
7. Keep a Simple Income Record
For tax purposes you must keep track of income.
Your spreadsheet can double as a basic income tracker.
Add one more column:
Payment received date.
At the end of each month you can total the payments and see exactly what your business has earned.
This makes life far easier when dealing with your accountant or completing a tax return.
8. Why a Simple System Works Best
Many dog walkers jump straight into expensive booking software. For some businesses that makes sense, but when you are starting out or keeping things lean, simple systems are often the most reliable.
A spreadsheet, a calendar and a clear invoice template will allow you to:
Track bookings easily
See outstanding payments at a glance
Stay organised
Keep proper financial records
And best of all, it costs absolutely nothing.
Final Thoughts
Running a dog walking business successfully requires structure behind the scenes. Clients see the fun walks and happy dogs, but what keeps the business healthy is clear organisation and good financial habits.
A simple free system is more than enough to stay in control of your bookings and invoices. Once the system is set up, it becomes a routine that takes only a few minutes each week.
And that means less time wrestling with paperwork and more time doing what you started the business for in the first place: spending your days with dogs.
You’ll find all of the guides linked above inside The Dog House, our membership mentor programme designed to support you every step of the way as you build your dog walking business.
Instead of trying to figure everything out on your own, The Dog House brings all the information you need into one place. Each guide breaks things down in a clear, easy‑to‑understand way, so you can move forward with confidence — even if you’ve never run a business before.
Inside the membership, you’ll be guided step by step through setting up your business properly, staying legal and insured, pricing your services, creating policies, and building a professional reputation you can feel proud of. You can work through the guides at your own pace, revisit them whenever you need, and apply what you learn in real life as your business grows.
The Dog House isn’t just about information — it’s about support, reassurance, and having a clear path to follow so you don’t feel overwhelmed or stuck. You don’t need to know everything right now. The guides are there to help you build your business one solid step at a time.
The Whole Hound and Human by Tori Lynn Crowther teaches dog owners and professional dog walkers how to understand dog behaviour, communication, and emotional needs. Using positive reinforcement, predictable routines, and science-backed methods, it shows how to train dogs through fulfilment, not force, creating calm, confident, and well-behaved dogs.
Take your dog care skills to the next level with The Dog House, Tori Lynn Crowther’s exclusive community for dog walkers, pet care professionals, and trainers. The Dog House gives you ongoing support, templates, expert advice, practical tips, and real-world strategies to work confidently with dogs of all breeds and behaviours. Learn how to apply science-backed training, positive reinforcement, and emotional awareness in everyday walks, group sessions, and professional dog care. Connect with like-minded professionals, improve client satisfaction, and create calm, happy, and well-managed dogs under your care.
About Tori & TLC Canine Crusaders Business Hub
I’m Tori, founder of TLC Canine Crusaders Business Hub and The Dog House, where I help dog walkers and dog owners build confidence, clarity, and success. With years of hands-on experience running a busy dog walking company and training academy, my mission is to make the industry easier to navigate. Whether you're growing your business or supporting your dog at home, you’ll find practical guidance, community support, and resources designed to help you thrive.
Legal Disclaimer
The information provided on this website is for general information and educational purposes only. It is intended to support pet care professionals in understanding common legal considerations when operating a dog walking or pet care business in the UK.
This content does not constitute legal advice and should not be relied upon as a substitute for advice from a qualified solicitor or legal professional. Laws, regulations and local authority requirements may change over time and can vary depending on location and individual circumstances.
While every effort has been made to ensure the information is accurate and up to date at the time of publication, no guarantees are made regarding completeness or applicability to your specific situation.
By using this website, you acknowledge that:
✓ You are responsible for ensuring your own business complies with all relevant UK laws and local authority rules
✓ You should seek professional legal advice before drafting, using or relying on any contract or legal document
✓ The website owner accepts no liability for loss, damage or legal issues arising from the use of this information
If you are unsure about any legal obligations, contractual terms or liabilities, it is strongly recommended that you consult a solicitor experienced in small business or consumer law.
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