Invoice tracker template
An invoice tracker in Excel: invoice number, client, dates, amount, paid, balance, status and days overdue, with totals outstanding 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
- Invoices: invoice #, client, issue date, due date (formula from the terms cell), amount, paid, balance, status (Paid / Partial / Overdue / Open, formula), days overdue (from the as-of cell), notes, total; summary panel with total invoiced, collected, outstanding, overdue and open invoice count
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
Follow up on a schedule
Most late invoices are paid after one reminder. Note the date of each reminder in the Notes column, send the first one the day after the due date and a statement of account after 30 days. Old balances have a legal clock on them that varies by state; this is not legal advice.
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Invoice tracker
| Invoice # | Client | Issue date | Due date | Amount | Paid | Balance | Status | Days overdue | Notes |
|---|---|---|---|---|---|---|---|---|---|
| 1031 | Northwind Traders | 2026-08-13 | 2026-09-12 | 2,200 | 2,200 | 0 | Paid | (auto) | Paid by ACH |
| 1035 | Contoso Supply | 2026-09-04 | 2026-10-04 | 3,300 | 1,000 | 2,300 | Overdue | 18 | Balance promised next month |
| 1038 | Acme Inc. | 2026-09-12 | 2026-10-12 | 880 | 880 | Overdue | 10 | Reminder sent | |
| 1040 | Northwind Traders | 2026-10-10 | 2026-11-09 | 1,650 | 1,650 | Open | 0 | ||
| 1041 | Acme Inc. | 2026-10-20 | 2026-11-19 | 1,200 | 1,200 | Open | 0 | Sent with the October report | |
| (auto) | (auto) | (auto) | (auto) | ||||||
| Total | =SUM(โฆ) | =SUM(โฆ) | =SUM(โฆ) |
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 you send an invoice: number, client, issue date and amount. The due date comes from the terms cell, and the status column works out Paid, Partial, Overdue or Open from the balance, the due date and the as-of date. Days overdue counts from the due date. When a payment lands, type the total received so far in Paid.
The summary panel to the right of the table gives the numbers you want at a glance: total invoiced, total collected, outstanding, overdue and how many invoices are still open. Type =TODAY() in the as-of cell if you want the sheet to update itself every time you open it.
Things to watch
Spell each client name the same way on every line so filtering works. A client with its own terms needs the real due date typed over the formula. If you want the open balances grouped by age (1-30, 31-60, over 90 days), use the accounts receivable aging template; this one is for the invoice list and the follow-up notes.
Calculators that go with this
Frequently asked questions
What is the difference between Partial and Overdue?
Overdue wins. An invoice past its due date is Overdue whether or not part of it has been paid. Partial means something has been paid and the rest is not late yet.
Can I add a dropdown for status instead?
You can, but the formula is what keeps it honest. If you want a manual field, add a column such as Sent or Disputed next to Notes and leave the status formula alone.
Does it work in Google Sheets?
Yes. SUMIFS, COUNTIFS, MAX, IF and OR work the same in Google Sheets. Keep the date columns as real dates so the due date and the overdue 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.