Invoice Tracker Template 2025 in Excel – Free
For small businesses, keeping track of the sales invoices and payments made by customers is a critical task. Use this Indzara 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 using the link below.
Benefits
- 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
Video Demo
How to track invoices in Excel?
Data Entry
- 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.
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.
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.
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.
Past Due Invoices:
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:
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.
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.
Related Free Templates
- Create printable Sales Invoices: Sales Invoice Template (Free)
- Create Sales Quotations: Sales Quotations (Free)
- More Small Business Templates
Recommended Premium Templates
Invoice Manager Pro (Available for Excel)
- Print customizable invoices for your small business
- Manage invoices and payments in one file using a simple data entry framework.
- Partial Payments, Payments across multiple invoices and extra payments are handled.
- Dashboard showing trend of invoice revenue and top customers with revenue and balance.
- Unpaid Invoices Report shows all current and past due invoices with invoice aging.
- Print a customer report showing all or past due invoices.
Small Business Finance Manager (Available for Excel and Google Sheets)
- View the total balances with all your accounts in one place in Dashboard
- Generate automated Profit & Loss Statement (or income statement) for your business
- Easily view the money flow in and out monthly into your accounts in Cash Flow Report
- Make smarter business decisions by knowing valuable business insights about income and expense trends in Business Insights dashboard
- See a list of all unpaid invoices and bills in Unpaid Report
- Generate Customer and Supplier reports
- Supports 14 types of financial transactions including bulk payments, refunds, credits and transfers
Additional Tips
How to set up a different currency?
Press Ctrl+G and choose CURRENCY_CELLS.
Press Ctrl+1 and select your preferred currency symbol.
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.
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.
171 Comments
Hi There,
Just wondering is there is a way for me to put a multiple currencies?
Hello
To show currency format, press Ctrl+G, select CURRENCY. Press Ctrl+1. Choose your preferred Currency symbol.
Best wishes
Hi Indzara great template! I just want to know what’s the use of the SELECTED COLUMN?
Hello
The “Selected Column” is used for Slicers. They help to filter data based on the criteria you select. Please note the Slicers work in Excel 2013 or later versions.
Best wishes.
hello,
thank you for this template. is there a way to change the data of the slicers? for example, I have my vendors listed in column A, but one of the slicers is pulling data from D14 which is “invoice number”. how can I have the slicer filter the data from column A “vendor’?
You are welcome. Have you already created a new slicer for the Vendor column?
Best wishes.
Sir, firstly the template is very useful for my small business it made my day very simple thanks for that. sir, i have a problem with the template, the past due aging are default given 1-30,31-60,61-90,91+ but in my business due aging is limited to 1-7,8-15,16-25,25+ . please helpme out with this problem
Thanks. Glad to hear that it is useful.
Please change formula in cell I15 to reflect the aging buckets you need and then ensure that formula is filled down to all rows in the table.
Change the values in cells E5 to E8 with the new aging buckets.
Best wishes.
I found this Invoice Tracker Template few date back, it is very helpful to me, But there is one problem, in my excel date format is 31.07.2017 and in a template, a format is different which is 03-Oct-2017. is there any way to change the format in a template, I tried to change it but couldn’t. In my excel also I tried to change format but I couldn’t. please help..
Thank you.
If you want to try changing the display format, please press ctrl+1 and change the number format there. What format of data entry is considered as date, depends on the country/region of Excel.
If there are further questions, please send screenshots of how it appears in your screen, mention what format you type, and also email the file to support@indzara.com
Best wishes.
thank you for the solution but it did not help, I have written you on mail and send file also but did not get any reply, please help…I want to you this template for my office work coz it is made exactly like my requirements.
You are welcome. I have replied to your email.
Best wishes.
Hi IND zara : Thanks for this great template…i am running a small startup and i found this template very useful But I want to track my purchase invoices as well.
We are a service outsourcing company we do not have any inventory.
Kindly Also Suggest something for Salary sheet, Salary slip and salary & Reimbursement Expenses monitoring or Tracking template.
I also want to know the answer of Same question.
If the question is on tracking purchase invoices, we can replace Customer with Supplier name and then use to track purchase invoices. Please let me know if that does not address your question.
Best wishes.
Thank you.
In this template, we can replace Customer with Supplier name and then use to track purchase invoices. Please let me know if that does not address your question.
I don’t have any template for salary tracking yet. Sorry.
Best wishes.
Hi
Good day.
Your templates are very nice and helpful.
I have downloaded Invoice Tracker Template for Small Businesses – Free Download and it is not working completely. The green colored columns are not working.
How it will work. Kindly help me.
Thanks
Thanks for feedback.
Please specify Excel version and Operating system you are using. Please email file with data to support@indzara.com
Best wishes.
Hi indzara please send me link to manufacture buisness inventory
Please see the free https://indzara.com/2016/08/free-manufacturing-inventory-tracker/ and the premium https://indzara.com/product/manufacturing-inventory-sales-manager-excel-template/ with more features.
Best wishes.
Hi!
thanks this is great assistance to us the least developed economies. I am going to try it out. May the almighty bless you. Your prices are fair but still out of reach for some. but thank you.for the free packages. Your free courses are also very excellent. I have heard the intro. and think the rest is likewise.
thanks for this template, it really help me to monitoring our Invoice