Invoice Tracker Template for Small Businesses – Free Download

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Invoice Tracker Template - Full View

For small businesses, keeping track of the sales invoices and payments made by customers is a critical task. Use this Invoice Tracker template to keep track of all your sales invoices in one place. You can enter payments made by customers and let the template calculate balance outstanding amounts. Never miss an unpaid invoice. Download this invoice tracker spreadsheet free using the link below.

FEATURES

  • Track all invoices in one place
  • Identify which invoices are past due and how late they are
  • Calculate how much amount is outstanding
  • Calculate expected payments in immediate future
  • Easy to identify due amounts by Customer
  • Simple and easy to use

REQUIREMENTS

Microsoft Excel 2013 (or later) for Windows

FREE DOWNLOAD

Invoice Tracker Excel Template

VIDEO DEMO

HOW TO USE THE TEMPLATE

DATA ENTRY

Invoice Data Entered in Invoice Tracker Excel Template
Invoice Data Entered in Invoice Tracker Excel Template
  • Enter each invoice in the Invoice table beginning from row 15. (If you are new to Excel Tables, please read this article on data entry)
  • Enter Invoice Number, Customer, Invoice Date, Due Date and Invoice Amount
  • When Customer makes payment, enter it in Paid Amount column.
  • Green colored columns have formulas. Do not edit.
Calculated Columns in Invoice Tracker
Calculated Columns in Invoice Tracker

Outstanding Amount: This is calculated as Invoice Amount – Paid Amount

Status: There are five possible values for Status.

  • ‘ERROR”, when at least one of the fields Invoice Amount, Invoice Date, Due Date is left blank. Also, when Due Date < Invoice Date.
  • PAID IN FULL: Outstanding Amount is 0
  • CURRENT: If Outstanding Amount >0 and Due Date > Today (not due yet)
  • DUE TODAY: If Outstanding Amount > 0 and Due Date = Today
  • PAST DUE: If Outstanding Amount is 0 and Due Date = Today
  • OVERPAID: If Outstanding Amount < 0 (i.e., Paid Amount is > Invoice Amount)

Note: Error rows are not used in calculation of metrics. 

Rows with errors will be highlighted with a red border for your assistance.

Error Validations - Invoice Tracker - Missing Due Date
Error Validations – Invoice Tracker – Missing Due Date

Past Due Age: If the Status is ‘Past Due’, then this represents the aging bucket (1 – 30 Days, 31 – 60 Days, 61 – 90 Days, 91+ Days). Otherwise, it will be blank.

Selected: This will display 1 if the record (or row) is not filtered by the slicers.

VIEW DASHBOARD

The top of the Invoices sheet will present the summary in a dashboard as shown below. This will update instantly as you add more invoices to the table.

Invoice Tracker Template - Summary Metrics - Dashboard View
Invoice Tracker Template – Summary Metrics – Dashboard View

 

Let’s break it down in 3 sections.

Current Invoices:

Number of current (Due Date is in the future) invoices will be shown along with outstanding amount due.

Invoice Tracker Spreadsheet - Current Invoices and Invoice Amount
Invoice Tracker Spreadsheet – Current Invoices and Invoice Amount

Past Due Invoices:

Past Due Invoices and A/R Aging Report
Past Due Invoices and A/R Aging Report

Number of Past due (Due Date is in the Past ) invoices will be shown along with outstanding amount due.  Accounts Receivable (A/R) aging breakdown is also provided.

Expecting Payments:

Expecting Payments in Next 7 and Next 30 days
Expecting Payments in Next 7 and Next 30 days

Payments that are expected in the next 7 days (including today) and next 30 days (including today) will be displayed.

Slicers (Filters)

These metrics can be easily filtered using the 3 Slicers provided.

Slicers allow filtering of Table and calculated metrics
Slicers allow filtering of Table and calculated metrics

The invoice table will be filtered as well. One can use this feature to easily target selective invoices. For example, click on Status = Past Due, to see only invoices that are past due.


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Additional Tips

How to set up a different currency?

Press Ctrl+G and choose CURRENCY_CELLS.

Go To Currency Cells
Go To Currency Cells

Press Ctrl+1 and select your preferred currency symbol.

Choose Currency Symbol as preferred
Choose Currency Symbol as preferred

How to add a new column?

Adding columns is very easy. Just type any field name in cell K14. Then, type values for each invoice in column K from K15 down. You can add any number of columns.

How to sorting invoices by Due Dates?

It’s easy to use the default sorting capabilities within Excel. For example, right click on the due dates column and choose Sort option.

Sort Invoices by Due Dates
Sort Invoices by Due Dates

You can use sorting on any of the fields.

How to track partial payments from customers?

Sometimes your customer may make an invoice payment in installments.  For example, a customer pays $300 invoice in 2 payments $100 and $200. Or a customer makes a payment for two invoices together. Please watch this video tutorial below that explains how to address these scenarios.

How to calculate Due Dates automatically? 

By default the template allows manual entry of due dates. If, in your small business, there is a standard term used such as Net 30 or Net 45, then we can automate this calculation. To create Due Date always as (Invoice Date + 30), just type =[@[INVOICE DATE]]+30 in cell D15.

62 thoughts on “Invoice Tracker Template for Small Businesses – Free Download

  1. Brilliant template! However when I enter the date in the format 31/03/2019 it shows as error when it should be showing paid in full?
    Do you have any templates for payment plans? For example I invoice my clients 3 times per year and they split the balance over the next 3 months…I need to know the outstanding balance each month to add late fees…I can only do this on total invoice – do I need to raise separate invoices for each months payment?

    1. Hello

      Please ensure the dates are entered in a correct format. For your second query, you have to track them separately. We are not accepting any customized projects.

      Best wishes

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