Free template

Invoice tracker
spreadsheet

Log every invoice you send, record what's been paid, and see what's still owed and overdue.

A free Excel invoice tracker for small businesses. Each row is one invoice: enter the amount and what the customer has paid so far, and the sheet works out the balance due, a status — open, partially paid, due today, overdue or paid — and days overdue.

Download the free invoice tracker Start free with RecordSplit

Excel workbook (.xlsx), 190 KB · No signup or email · No macros · Tested in Excel and Apple Numbers

Version 1.0 · Published October 13, 2026 · By RecordSplit

Preview

What the workbook
looks like.

Rendered from the downloadable file itself, with its six example invoices and an As of date of October 31, 2026.

The Invoices sheet with six example invoices as of October 31, 2026: one paid, one partially paid and 30 days overdue, one overdue by 16 days, one due today, one partially paid and one open. — Invoices sheet — one row per invoice; balance due, status and days overdue are calculated. Example data, not customer data.

The Summary sheet for the example invoices: total invoiced 7,550, total paid 3,300, outstanding 4,250 of which 2,100 is overdue, with counts and balances by status. — Summary sheet — totals, counts and balances by status for the same six example invoices.

What's included

Four sheets,
plain formulas.

Plain ranges and standard formulas, so you can see how every number is worked out. One hidden helper column on Invoices matches invoice numbers exactly; the Read me explains it.

Read me: How to use the workbook, how the As of date works, what counts as a row to check, and what the sheet doesn't do.
Setup: Your business name and the As of date — the date overdue status and days overdue are worked out against.
Invoices: One row per invoice you send, with room for 1,000. Starts with six fictional example rows to delete.
Summary: Total invoiced, total paid, outstanding and overdue balances, invoice counts and every status with its balance. Nothing on it needs editing.

What it tracks

Eleven columns
per invoice.

Eight you fill in, three it calculates. Amount paid is a running total, so one row covers an invoice from issue to final payment.

Columns on the Invoices sheet
Column	What goes in it
Invoice #	Your invoice number. The same number twice is flagged.
Customer	Who the invoice is for.
Issue date	The date on the invoice.
Due date	The date payment is due under your terms.
Invoice amount	The invoice total, including any tax you charged.
Amount paid (to date)	The total received on this invoice so far — update it after each payment.
Balance due	Calculated: invoice amount minus amount paid.
Last payment date	When the most recent payment arrived. Optional.
Status	Calculated: Open, Partially paid, Due today, Overdue, Partially paid · overdue, Paid — or a row to check.
Days overdue	Calculated: days past the due date at the As of date, for invoices still owed.
Notes	Anything else — a PO number, who you spoke to, a promised payment date.

How to use it

Four steps,
the same as the Read me.

Set the As of date
On Setup, enter your business name and today's date as the As of date. Change it each time you review your invoices.
Add your invoices
Delete the six example rows, then add one row per invoice: number, customer, issue date, due date and amount.
Record payments
When a customer pays, change Amount paid (to date) to the total received so far and set Last payment date.
Follow up what's overdue
Filter Status for Overdue to see who to chase first, and use these copy-ready reminder emails for what to send. The Summary shows the overdue total and anything flagged to check.

Invoice status

How overdue invoices
are identified.

Every status is worked out from the balance and the due date compared with the As of date on Setup — not the computer's clock — so it only changes when you change that date. Status is always written out as words, never colour alone.

Open: Nothing paid yet, and the due date is after the As of date.
Partially paid: Some of the invoice is paid, the rest isn't due yet.
Due today: A balance is still owed and the due date is the As of date.
Overdue: Nothing paid, and the due date is before the As of date.
Partially paid · overdue: Part paid, and the rest is past its due date.
Paid: The balance is zero. Days overdue stops counting.
Rows to check: Incomplete, Check invoice # (a duplicate number), Check payment (more paid than invoiced, or a negative or text amount) or Check dates (due before issue). These rows stay out of the totals until fixed.

Worked example

Six invoices,
as of October 31.

The example rows in the workbook. Six invoices totalling $7,550, with $3,300 paid so far: one paid in full, two partly paid and three with nothing paid yet.

On October 31, Bluebird Bakery's $1,000 invoice — due October 1, with $400 paid — is partially paid and 30 days overdue. Cedar Lane Dental's $1,500 invoice was due October 15, so it is 16 days overdue. Maple & Main Florist's is due that day.

Total invoiced: $7,550
Total paid: $3,300
Outstanding balance: $4,250
Overdue outstanding: $2,100
Invoices overdue: 2
Paid in full: 1

Example figures, not customer data. Total invoiced minus total paid always equals the outstanding balance; rows flagged to check are left out of all three until fixed.

Limitations

What a spreadsheet
can't do.

A spreadsheet is a good way to keep on top of a handful of invoices. These are the gaps to know about.

No payment history: Amount paid is a running total and the sheet keeps only the last payment date, so it can't show what each customer owed on an earlier date.
No aging report: It lists each invoice with its days overdue. It doesn't group balances by customer into 1–30, 31–60 and later buckets.
Manual updates: Every invoice and payment is typed in by hand. Nothing updates when a customer pays.
One person at a time: Copies sent back and forth drift apart, and a formula typed over stops calculating.
It doesn't create or send invoices: Use your invoicing tool for that, then log the invoice here.

Spreadsheet or RecordSplit

When the spreadsheet
isn't enough.

The spreadsheet is a manual list you keep up to date yourself. RecordSplit's invoicing and receivables keeps invoices and recorded payments in one place, alongside expenses, revenue and reports.

This spreadsheet compared with RecordSplit
Compared on	This spreadsheet	RecordSplit
Price	Free, no signup	Free for your first organization; paid plans raise limits (pricing)
Creating invoices	Not included — log invoices made elsewhere	Create and issue invoices: download the PDF, email it from RecordSplit or share a link you can revoke
Recording payments	Update a running total by hand	Record each payment, full or partial, into the business account it landed in
What's still owed	Balance and status on each row	Receivables shows unpaid and partially paid invoices by customer and by age
Reminders	None	Send a payment reminder when you choose; nothing is sent automatically
Collecting payment	None	None — RecordSplit doesn't collect card payments online
Access	Whoever has the file	Owners and staff sign in to the same organization; staff see only what their role allows
Reports	One Summary sheet	Recorded payments count as revenue in the Dashboard and reports

Questions about the invoice tracker

Is the invoice tracker really free?

Yes. The download link gives you the file directly — no signup, email address or account. Change it however suits your business.

What is an invoice tracker?

A list of the invoices you've sent with what's been paid on each, so you can see what's still owed and which invoices are overdue. This one keeps one row per invoice and works out balance, status and days overdue for you.

How do I record a partial payment?

Change Amount paid (to date) to the total received so far — for example 400 after a first $400 payment, then 700 after a second $300 one — and update Last payment date. The status changes to Partially paid until the balance reaches zero.

How does it decide an invoice is overdue?

An invoice is overdue when it still has a balance and its due date is before the As of date on the Setup sheet. Days overdue is the number of days from the due date to the As of date. Change the As of date and the statuses update.

Why an As of date instead of today's date?

So the results only change when you decide. A formula based on the computer's clock changes every day you open the file; with an As of date you can review your invoices as of a chosen day and get the same answer each time.

How do I work out the due date?

Enter the due date from the invoice. If you only know the terms, such as Net 30, the free invoice due date calculator counts the calendar days for you.

Which spreadsheet apps does it work in?

It's an Excel workbook (.xlsx) built with standard functions — IF, AND, OR, COUNT, COUNTIF, COUNTIFS, SUM, SUMIFS, ROUND, DATEDIF and SUBSTITUTE — with no macros, scripts or external links. It's tested in desktop Excel and in Apple Numbers; Numbers doesn't show the status colours, but the status words still appear.

Is this an accounts receivable aging report?

No. It's a list of invoices with each one's balance, status and days overdue. An aging report groups what each customer owes into age bands such as 1–30 and 31–60 days.

Is my data sent anywhere?

No. The workbook has no macros, connections or external links; your figures stay in the file, wherever you keep it.

Download the
free invoice tracker.

Four sheets, standard formulas and six example invoices to delete. No signup or email.

Download the free invoice tracker Or start free with RecordSplit

Excel workbook (.xlsx), 190 KB · No signup or email · No macros · Tested in Excel and Apple Numbers

Invoice tracker spreadsheet

What the workbook looks like.

Four sheets, plain formulas.

Eleven columns per invoice.

Four steps, the same as the Read me.

How overdue invoices are identified.

Six invoices, as of October 31.

What a spreadsheet can't do.

When the spreadsheet isn't enough.