An invoice tracker is a simple log of every invoice you send: who owes what, when it's due and whether it's been paid. Download the free invoice tracker template for Excel below. It calculates due dates, balances and status automatically, and its summary shows your outstanding and overdue totals at a glance.
- Invoice number, customer, invoice date, terms and amount
- Automatic due date and balance due
- Status for each invoice: Paid, Partly paid, Open, Due within 7 days or Overdue
- Days overdue, with overdue invoices highlighted in red
- Summary: total invoiced, paid, outstanding, overdue amount and average days to pay
- Payment method drop-down and notes column
- A filled-in example sheet to follow
What Is an Invoice Tracker?
An invoice tracker is a running record of the invoices your business issues. For each invoice it shows the customer, amount, payment terms, due date, payments received and current status. Small businesses often track invoices in a spreadsheet before they move to accounting software, and many keep a tracker alongside their software because it is quick to scan and share.
How to Use the Invoice Tracker Template
- Set the as-of date. It defaults to today, so statuses update every time you open the file.
- Add one row per invoice: invoice number, customer, invoice date, terms in days (for example 30 for Net 30) and invoice amount.
- Record payments in the Amount paid column, and enter the date once an invoice is paid in full.
- Check the summary at the top for outstanding and overdue totals, and filter the Status column to see what to chase.
| Status | What it means |
|---|---|
| Paid | Balance is zero |
| Overdue | Past the due date with a balance remaining |
| Due within 7 days | Due in the next week |
| Partly paid | Some payment received, not yet due |
| Open | Not yet due and nothing paid |
Invoice Tracker vs Accounts Receivable Aging Report
The invoice tracker is your day-to-day log of every invoice, paid or not. An accounts receivable aging report takes only the unpaid balances and groups them by age (current, 1–30, 31–60, 61–90 and over 90 days), which is how lenders and accountants judge the quality of your receivables. Many businesses use both. To track bills you owe rather than invoices you send, use our accounts payable template.
How to Get Paid Faster
- Invoice the same day you deliver, and put the due date clearly on the invoice.
- Use clear payment terms. Our guide to Net 30, 60 and 90 terms includes a due-date calculator.
- Offer an early-payment discount such as 2/10 Net 30, but check what it costs you first.
- Send reminders a few days before the due date and again when an invoice becomes overdue. Escalate with a collection letter if needed.
- Turn unpaid invoices into cash. Accounts receivable financing advances cash against invoices so you don't have to wait the full term.
Free calculators: Markup calculator · Gross margin calculator · Break-even calculator · Inventory turnover calculator · Line of credit calculator · Net 30 calculator · Invoice factoring calculator · Freight class calculator
Free templates: Price list template · Invoice tracker template · Purchase requisition template
Frequently Asked Questions
What is an invoice tracker?
An invoice tracker is a log of every invoice you send, showing the customer, amount, due date, payments received and status, so you can see at a glance who has paid and who hasn't.
How do I track invoices in Excel?
Download the free invoice tracker template, then add one row per invoice with the invoice number, customer, date, terms and amount. Record payments as they come in. The due date, balance, status and summary totals update automatically.
Can I use this invoice tracker in Google Sheets?
Yes. Upload the Excel file to Google Drive and open it with Google Sheets, or use File > Import. The formulas work in both.
What is the difference between an invoice tracker and an AR aging report?
An invoice tracker logs every invoice, paid or unpaid, with its status. An accounts receivable aging report shows only unpaid balances, grouped by how many days overdue they are.
How can I get invoices paid faster?
Invoice promptly, use clear payment terms, send reminders before and after the due date, offer an early-payment discount, and make it easy to pay by ACH or card. If you can't wait for payment, invoice financing can advance the cash.
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