What it looks like
A summary at the top (total invoiced, paid, outstanding and overdue), then one row per invoice. Overdue rows turn red, paid rows green.
| Invoice # | Client | Due | Amount | Paid | Balance | Status | Days overdue |
|---|---|---|---|---|---|---|---|
| INV-001 | Bright Retail Pvt Ltd | 30 days ago | 1,500.00 | 1,500.00 | 0.00 | Paid | |
| INV-002 | Northwind Studio | 10 days ago | 800.00 | 0.00 | 800.00 | Overdue | 10 |
| INV-003 | Atlas Consulting | in 25 days | 1,200.00 | 400.00 | 800.00 | Partly paid |
What's in the template
- Invoice #, Client, Description
- What the invoice is and who it is for.
- Issue date and Due date
- When you sent it and when payment is due. Dates are checked, so a typo can't break the formulas.
- Amount and Amount paid
- What you billed and what has come in so far. Partial payments are fine.
- Paid date
- When the last payment arrived, so you can see how long each client takes to pay.
- Balance (automatic)
- Amount minus amount paid.
- Status (automatic)
- Paid, Partly paid, Unpaid or Overdue, worked out from the balance and today's date, so it is never out of date.
- Days overdue (automatic)
- How many days past the due date an unpaid invoice is.
- Notes
- Anything else: payment method, reminders sent, a PO number.
How to track invoices with it
- 1
Download the template
Get the Excel file (or the CSV for any other tool) and open it. In Google Sheets, use File, Import, Upload.
- 2
Replace the example rows
Overwrite the three example invoices with your own, or delete them. Type only in the blue cells.
- 3
Add each new invoice the day you send it
One row per invoice: number, client, issue date, due date and amount.
- 4
Record payments as they arrive
Enter the amount paid and the date. Balance and Status update by themselves.
- 5
Check the summary every week
The top of the sheet shows outstanding and overdue totals. Filter the Status column to Overdue to see who to follow up with.
Chasing a late payer? Work out a fair charge with the late fee calculator, or read how to follow up on unpaid invoices.
When the spreadsheet starts costing you time
A tracker only knows what you type into it. Invoices Tracker is a free app that does the tracking for you: it emails the invoice, updates the status when your client pays, and sends payment reminders automatically when an invoice goes overdue. Your dashboard shows the same totals this sheet does, without the copy-pasting.
Frequently asked
Is this invoice tracker template free?
Yes. Download it with no signup, no email and no credit card, and use it for as many invoices as you like. It has room for 200 invoices, and you can copy the formula rows down for more.
Does it work in Google Sheets?
Yes. In Google Sheets choose File, then Import, then Upload, and pick the .xlsx file. The template only uses standard functions that Google Sheets supports (SUM, SUMIFS, COUNTIF, IF and TODAY). It also opens in Excel 2010 or later and in LibreOffice.
How does the Status column work?
It is a formula, so you never type it. An invoice is Paid when its balance is zero, Overdue when it still has a balance and the due date has passed, Partly paid when some money has arrived but it isn't due yet, and Unpaid otherwise. It uses today's date, so an invoice turns Overdue on its own the day after it is due.
Can I track partial payments?
Yes. Enter whatever has been paid in Amount paid. The balance updates, and the invoice shows as Partly paid until it is either paid in full or goes past its due date.
Can I use more than one currency?
Keep one currency per sheet, because the totals add up every row. If you bill in two currencies, duplicate the sheet tab and use one tab per currency.
What is the difference between an invoice tracker and invoicing software?
A tracker is a list you keep up to date by hand: you still write invoices somewhere else and chase late payers yourself. Invoicing software creates and sends the invoice and updates its status for you. A spreadsheet is fine for a handful of clients; once you are spending time on reminders and copy-pasting, an app saves that time.