Accounts payable tracker template
An accounts payable tracker in Excel: vendor, invoice, due date, amount, paid, balance, days until due and a summary of what is due this week and overdue.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check tax amounts against IRS rules and your accountant's advice.
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- Bills: vendor, invoice #, invoice date, due date (formula from the terms cell), description, amount, paid, balance, days until due (negative when overdue), status (Paid / Overdue / Due this week / Upcoming), notes, total
- Summary: total outstanding, overdue, due in the next 7 days, open bill count, and outstanding, overdue and open bills by vendor (SUMIFS, COUNTIFS)
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
Pay on time, not early
The days until due column tells you which bills can wait. Pay what is due this week, check whether a vendor offers a discount for early payment, and keep the notes column current so whoever runs payables next week knows what was promised.
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Accounts payable tracker
| Vendor | Invoice # | Invoice date | Due date | Description | Amount | Paid | Balance | Days until due | Status | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| Contoso Supply | CS-2211 | 2026-09-12 | 2026-10-12 | Printer toner and paper | 184.6 | 184.6 | 0 | (auto) | Paid | Paid by card |
| Austin Office Park | RENT-11 | 2026-09-24 | 2026-10-24 | November rent | 1,100 | 1,100 | 2 | Due this week | Autopay on the 1st | |
| Northwind Traders | NW-5080 | 2026-09-27 | 2026-10-27 | Packaging, 500 units | 920 | 300 | 620 | 5 | Due this week | Partial payment, balance on delivery |
| Contoso Supply | CS-2240 | 2026-10-10 | 2026-11-09 | Shipping supplies | 236.75 | 236.75 | 18 | Upcoming | ||
| Northwind Traders | NW-5102 | 2026-10-19 | 2026-11-18 | Packaging, reorder | 1,450 | 1,450 | 27 | Upcoming | Ask about early payment discount | |
| (auto) | (auto) | (auto) | (auto) | |||||||
| Total | =SUM(โฆ) | =SUM(โฆ) | =SUM(โฆ) |
Summary: totals
| Item | Value |
|---|---|
| Total outstanding | (auto) |
| Overdue | (auto) |
| Due in the next 7 days | (auto) |
| Open bills (count) | (auto) |
Summary: by vendor
| Vendor | Outstanding | Overdue | Open bills |
|---|---|---|---|
| Contoso Supply | (auto) | (auto) | (auto) |
| Northwind Traders | (auto) | (auto) | (auto) |
| Austin Office Park | (auto) | (auto) | (auto) |
| (auto) | (auto) | (auto) | |
| Total | =SUM(...) | =SUM(...) | =SUM(...) |
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Add a line each time a bill arrives: vendor, invoice number, invoice date, what it is for and the amount. The due date comes from the terms cell, and once you set the as-of date the sheet shows how many days are left on every open bill (negative when it is late) and marks it Overdue, Due this week, Upcoming or Paid. When you pay, type the amount in Paid and the balance and status update.
The Summary sheet is the weekly view: total outstanding, what is overdue, what is due in the next seven days and how many bills are open, then the same numbers by vendor. Type =TODAY() in the as-of cell if you want it to refresh itself each time you open the file.
Things to watch
Vendors with their own terms need the real due date typed over the formula; a net 10 bill treated as net 30 is late before you notice. Keep the vendor name spelled the same way on every line, because the summary matches on the exact text. When money is tight, the days until due column shows what can wait; the cash flow forecast template shows whether next month can cover it.
Calculators that go with this
Frequently asked questions
A vendor gives a discount for paying early.
Note it in the Notes column with the deadline, for example 2% if paid by the 10th. The sheet does not calculate discounts; type the reduced amount in Paid when you take one and the balance shows what is left, if anything.
How do I mark a bill as disputed?
Leave the amount and write Disputed and the reason in Notes. It stays in the outstanding total until it is settled or credited. If the vendor issues a credit memo, reduce the amount or add the credit in Paid.
Does it work in Google Sheets?
Yes. SUMIFS, COUNTIFS, IF and OR work the same in Google Sheets. Keep the date columns as real dates so the due date and the day count calculate.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.