Free bill tracker template for Excel (due soon, paid and overdue)
A bill tracker is a list of every bill you owe with its due date, what you've paid and what's still to pay, so nothing goes out late and nothing gets paid twice. This free Excel template does the arithmetic: type the vendor, category, due date and amount, then the payment when it leaves the bank. The balance, status (Paid, Paid late, Due soon, Overdue), days late, a summary by category and by month, and a check of the payments against your bank statement calculate. Below: what's in the file, the status rules, a worked example, how to keep it up to date from the bank statement, and how it fits with QuickBooks or Xero.
Short answer: download the bill tracker template (.xlsx). Add one line per bill: vendor, category, due date, amount and whether it's on autopay. When you pay, fill in amount paid, date paid and the bank line or check number it went out on. The balance and status calculate (blank "status as of" = today), with totals, the overdue and due soon balances (due within 7 days, adjustable), bills paid late, a summary by category and by month, and a monthly check that every payment on the bank statement is entered. The Example is a fictional design studio in September 2026: 16 bills, 14,870.54 due, 3,527.60 unpaid of which 790.00 overdue and 2,548.60 due in the next week, and September's payments tie to its bank statement at 11,342.94.
Download the free bill tracker template (.xlsx)
Three sheets: a blank Bill tracker (300 bills, 30 categories), a filled-in Example bill tracker and How to use. It uses only SUM, SUMIF, COUNT, COUNTIF, COUNTA, MIN, ROUND, IF, AND, OR, N, LEFT, TEXT, DATE, YEAR, MONTH and TODAY, so it works in Excel, Google Sheets (File, Import), LibreOffice and Numbers. No sign-up, no email, no macros. It prints landscape on one page width.
1. What's in the template
- Inputs at the top: business name, status as of (leave blank for today, or type a month-end date), the due soon window in days (7) and, for the bank check, a period and the bill payments on that period's bank statement.
- The list: vendor (payee), description, category (drop-down), due date, amount due, autopay Y/N, amount paid, date paid, paid from (the bank line or check number), balance, status, days late (date paid − due date; negative means paid early) and days overdue. A filter is on the header row, so you can show only Due soon and Overdue lines.
- Summary by category (on the right): bills, due, paid, balance and overdue for each category. The list starts with 13 common ones (rent, utilities, phone & internet, software, insurance, credit card, taxes, contractors, printing, supplies, delivery, loan, other); rename or add your own and the drop-down follows.
- Summary by month: due (by due date) and paid (by date paid) for 12 months from the first due date.
- Key figures and checks: bills / unpaid / overdue / due soon counts, total due and paid, unpaid, overdue and due-soon balances, bills paid after the due date, payments dated in the period against the bank, and any balance in a category missing from the summary.
- Status line, such as 2 overdue bill(s), 790.00 overdue and 2,548.60 due soon of 3,527.60 unpaid; payments tie to the bank, or Payments dated in the period differ from the bank by 342.94: look for a bill payment not entered, or one on the wrong date.
Yellow cells are inputs; everything else is a formula. Four grey helper columns (due month, paid month, overdue balance, due soon balance) feed the summaries and totals.
2. How the status is worked out
Each line's status is set at the "status as of" date (today if it's blank), in this order:
| Status | When | Do |
|---|---|---|
| No amount / No due date | The amount or due date is missing | Fill it in from the bill. |
| Enter date paid | An amount paid with no date | Add the date from the bank statement (or the date you mailed the check). |
| Paid / Paid late | Balance is 0; late if the date paid is after the due date | Nothing. If a vendor charged a late fee, add it as its own line. |
| Overpaid | Paid more than the amount due | Check for a doubled payment; ask for a refund or a credit on the next bill. |
| Overdue / Overdue (part paid) | A balance is left after the due date | Pay it, or call the vendor if you're disputing the bill. |
| Due soon | A balance is left and the due date is within the window (7 days) | Schedule the payment. Autopay bills only need enough cash in the account. |
| Open / Part paid | A balance is left, due later | Nothing yet. |
Amount paid is the total paid so far and date paid the date of the last payment, so one line covers a bill paid in two parts. A vendor credit can go in as a negative amount.
3. Worked example: a month of bills
The Example sheet is the same fictional design studio as our sample bank statement and invoice tracker, with the status as of September 30, 2026. Sixteen bills due in September and early October:
| Vendor | Category | Due | Amount | Paid | Date paid | Balance | Status |
|---|---|---|---|---|---|---|---|
| Oakline Properties | Rent | 09/05/2026 | 1,850.00 | 1,850.00 | 09/02/2026 | 0.00 | Paid (check 2041) |
| Austin Energy | Utilities | 09/02/2026 | 412.66 | 412.66 | 09/02/2026 | 0.00 | Paid (autopay) |
| Intuit QuickBooks | Software | 09/05/2026 | 90.00 | 90.00 | 09/05/2026 | 0.00 | Paid (autopay) |
| Copperleaf Freelance | Contractors | 09/10/2026 | 725.00 | 725.00 | 09/10/2026 | 0.00 | Paid (check 2042) |
| Google Workspace | Software | 09/11/2026 | 72.00 | 72.00 | 09/11/2026 | 0.00 | Paid (autopay) |
| AT&T Business | Phone & internet | 09/12/2026 | 189.34 | 189.34 | 09/12/2026 | 0.00 | Paid (autopay) |
| American Express | Credit card | 09/15/2026 | 3,214.56 | 3,214.56 | 09/18/2026 | 0.00 | Paid late, 3 days |
| Metro Courier | Delivery | 09/15/2026 | 290.00 | 290.00 | Overdue, 15 days | ||
| Texas Comptroller | Taxes | 09/21/2026 | 1,167.29 | 1,167.29 | 09/22/2026 | 0.00 | Paid late, 1 day |
| Lone Star Print Co | Printing | 09/25/2026 | 2,600.00 | 2,100.00 | 09/23/2026 | 500.00 | Overdue (part paid), 5 days |
| Adobe | Software | 09/26/2026 | 89.99 | 89.99 | 09/26/2026 | 0.00 | Paid (autopay) |
| Blue Cross TX | Insurance | 10/01/2026 | 1,432.10 | 1,432.10 | 09/29/2026 | 0.00 | Paid (autopay) |
| Austin Energy | Utilities | 10/02/2026 | 286.40 | 286.40 | Due soon (autopay) | ||
| Riverside Office Supply | Supplies | 10/03/2026 | 412.20 | 412.20 | Due soon | ||
| Oakline Properties | Rent | 10/05/2026 | 1,850.00 | 1,850.00 | Due soon | ||
| Brightline Web Hosting | Software | 10/15/2026 | 189.00 | 189.00 | Open | ||
| Total | 14,870.54 | 11,342.94 | 3,527.60 | 2 overdue, 3 due soon |
- Unpaid 3,527.60 across 6 bills; overdue 790.00: Metro Courier's August bill (290.00, 15 days late) and the rest of Lone Star Print Co's signage bill (500.00 of 2,600.00, paid 2,100.00 by check 2043 before it was due).
- Due soon 2,548.60: October rent, the September electric bill (on autopay) and the office supplies bill, all due by October 5. That's the cash to keep in the account this week.
- Paid late: 2. The Amex card payment went out 3 days after its due date and the August sales tax 1 day after. Rent was paid 3 days early and the October health insurance 2 days early (days late −3 and −2).
- By category: credit card 3,214.56 and rent 3,700.00 (two months) are the largest; software is 4 bills, 440.99.
- By month: 10,700.84 due in September and 4,169.70 in October; 11,342.94 paid in September (it includes the October insurance paid early).
4. How to keep a bill tracker up to date
- Log each bill the day it arrives (paper, email or vendor portal): vendor, description, category, due date and amount. Use the same vendor spelling every time.
- Set up recurring bills once a month. Copy last month's rent, utility and subscription lines, then change the due dates and amounts when the new bills come in. Mark autopay bills Y so you know they'll go out on their own.
- Filter on Due soon and Overdue once a week and pay or schedule what's there. The due soon balance is the cash you need in the account before those dates.
- Record payments from the bank, not from memory. Go through the withdrawals on your bank statement and match each check, ACH debit or online bill payment to its bill. Fill in amount paid, date paid and the bank line as the reference, such as ACH DEBIT AUSTIN ENERGY UTIL or CHECK 2041.
- Close the month with the bank check (next section). The status line says whether every payment is in.
A credit card bill is one line for the card payment. The purchases on the card are expenses in your books, not bills; a credit card statement template or the card's statement export lists them.
5. Checking payments against the bank statement
The bank check compares the payments dated in a period (the sum of amount paid where date paid is from the start to the end of the period) with the total of bill payments on that period's bank statement. In the Example, September's statement has 11 bill payments: checks 2041 (1,850.00 rent), 2042 (725.00) and 2043 (2,100.00), and ACH debits to Austin Energy, Intuit, Google Workspace, AT&T, American Express, the Texas Comptroller, Adobe and Blue Cross. They total 11,342.94, the same as the tracker's September payments, so the status line ends payments tie to the bank. Payroll (Gusto, ADP tax), debit card purchases at the till, the transfer to savings and the bank's service fee aren't bills, so they're left out.
| Difference | Usual cause | Fix |
|---|---|---|
| Tracker lower than the bank | An autopay or check went out that isn't marked paid | Find the withdrawal on the statement and fill in the payment. |
| Tracker higher than the bank | A bill marked paid that hasn't cleared (a check not yet cashed) or dated in the wrong month | Use the date it left the bank, or leave outstanding checks out of the period total. |
| Equal to one bill | A bill paid twice, or the wrong bill marked paid | Check the vendor's statement; ask for a refund or credit if it was paid twice. |
| Small odd amount | A late fee or interest added to the payment | Add the fee as its own line, so the bill and the payment both match. |
Statements only as PDFs? Convert them to Excel first, so every withdrawal sits in a column you can sort by date and amount. The bank reconciliation template then checks the books side of the same month.
6. Bill tracker vs QuickBooks, Xero and an AP aging
If you keep books in QuickBooks Online or Xero, both can hold bills and show what's unpaid, so a spreadsheet is most useful before that: a cash-basis business, catch-up work, or a list to import into QuickBooks Online or into Xero once it's clean. An aging report is a different view of the same bills: a snapshot of only the unpaid ones at month end, grouped in Current, 1–30, 31–60, 61–90 and Over 90 days past due and tied to accounts payable in the books. Copy the unpaid lines from the tracker into its AP aging sheet when an accountant or lender asks for one. For money coming in, the invoice tracker is the same layout for the invoices you send, and the sales tracker logs every sale (card, invoice, cash) against bank deposits and a monthly goal.
Matching payments from bank statement PDFs?
Utilly's converter reads a bank statement PDF, downloaded or scanned, into Excel, CSV, QuickBooks or Xero files and checks the rows against the statement's beginning and ending balance, so no withdrawal is missing when you mark bills paid. The preview is free with no sign-up. Try it on the sample bank statement first: it's the one this template's example is matched to, and every download of the sample is free because the data is fictional.
Method: balance = amount due − amount paid; status at the "status as of" date (blank = TODAY()); Overdue = a balance left after the due date; Due soon = a balance left and the due date within the window; Paid late = paid in full after the due date; days late = date paid − due date. The example business and vendors are fictional; the 11 September payments are the checks and bill debits on Utilly's sample bank statement (September 2026, 11,342.94 in total). Template built and checked November 3, 2026: the Example sheet recalculates in LibreOffice to the figures above and the status 2 overdue bill(s), 790.00 overdue and 2,548.60 due soon of 3,527.60 unpaid; payments tie to the bank.
FAQ
Is the bill tracker template free?
Yes. Download the .xlsx with no sign-up or email address. It has a blank Bill tracker sheet for 300 bills, a filled-in Example and instructions, and it works in Excel, Google Sheets (File, Import), LibreOffice and Numbers.
What should a bill tracker include?
For each bill: the vendor, what it's for, a category, the due date and the amount, whether it's on autopay, then the amount paid, the date paid and the bank line or check number it went out on. From those you get the balance, a status (paid, due soon or overdue) and whether it was paid on time.
How do I track monthly recurring bills?
Give each month its own line: copy last month's rent, utility or subscription line, change the due date and type the new amount when the bill arrives. The summary by month then shows what was due and what was paid each month.
How does the template show bills that are due soon?
A bill with a balance whose due date is within the due soon window (7 days by default, from the 'status as of' date, which is today when that cell is blank) shows Due soon, and the key figures add up how much is due in that window. Filter the Status column on Due soon and Overdue to see what to pay this week.
What is the difference between a bill tracker and accounts payable aging?
A bill tracker is the running list of every bill, paid or not, that you update as you pay. An accounts payable aging is a snapshot of only the unpaid bills at one date, grouped by how many days past due they are and tied to accounts payable in your books.
Can I use it in Google Sheets?
Yes. In Google Sheets choose File, Import, Upload and pick the .xlsx. The formulas use only common functions (SUM, SUMIF, COUNTIF, IF, DATE, TODAY and a few others), so they calculate the same way, and the category and autopay drop-downs carry over.
Related guides
- Free sales tracker template for Excel (deposits, channels and goal)
- Free invoice tracker template for Excel (paid, open and overdue)
- Free expense tracker template for Excel (monthly budget vs actual)
- Free aging report template for Excel (accounts receivable and payable)
- How to import bills into QuickBooks Online from a CSV or Excel file
- Xero bill import CSV template explained: every column, tax setting and error
Related tools
- Bank reconciliation checker: compare a bank statement to your books and list missing, duplicate and mismatched transactions.
- Receipt to CSV: turn PDF or photo receipts and invoices into CSV, Excel, or QuickBooks and Xero bill imports.
