Free invoice tracker template for Excel (paid, open and overdue)
An invoice tracker is a list of every invoice you send with its due date, what's been paid and what's still owed, so you can see at a glance who is late. This free Excel template does the arithmetic: type the invoice number, client, date, terms and amount, then the payment when it arrives. The due date, balance, status (Paid, Open, Part paid, Overdue), days to pay, a summary by client 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 bank deposits, and when to switch to an aging report.
Short answer: download the invoice tracker template (.xlsx). Add one line per invoice: invoice #, client, invoice date, terms and amount. When a client pays, fill in amount paid, date paid and the bank line it arrived on. The due date, balance and status calculate (blank "status as of" = today), with totals, overdue balance, average days to pay, a summary by client 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: 10 invoices, 26,055.00 invoiced, 10,840.00 unpaid of which 2,240.00 overdue, and September's payments tie to its bank statement at 13,765.00.
Download the free invoice tracker template (.xlsx)
Three sheets: a blank Invoice tracker (300 invoices, 40 clients), a filled-in Example invoice 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), default terms in days (30 for Net 30) and, for the bank check, a period and the invoice payments on that period's bank statement.
- The list: invoice #, client, description, invoice date, terms, due date (date + terms), amount, amount paid, date paid, payment reference (the bank line), balance, status, days to pay and days overdue. A filter is on the header row, so you can show only Overdue lines.
- Summary by client (on the right): invoices, invoiced, paid, balance and overdue for each client.
- Summary by month: invoiced (by invoice date) and collected (by date paid) for 12 months from the first invoice.
- Key figures and checks: invoices / unpaid / overdue counts, total invoiced and paid, unpaid and overdue balances, average days to pay, payments dated in the period against the bank, and any balance for clients missing from the summary.
- Status line, such as 2 overdue invoice(s), 2,240.00 overdue of 10,840.00 unpaid; payments tie to the bank, or Payments dated in the period differ from the bank by 765.00: look for a deposit not entered, or a payment on the wrong invoice or date.
Yellow cells are inputs; everything else is a formula. Three grey helper columns (invoice month, paid month, overdue balance) feed the summaries. Type a due date over the formula if an invoice has a fixed one.
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 date | The amount or invoice date is missing | Fill it in; the line can't be tracked without it. |
| Enter date paid | An amount paid with no date | Add the date from the bank statement. |
| Paid | Balance is 0 | Nothing. Days to pay = date paid − invoice date. |
| Overpaid | Paid more than the amount | Check for a doubled payment, or refund or credit the client. |
| Overdue / Overdue (part paid) | A balance is left after the due date | Send a reminder or a statement; call if it's a month or more late. |
| Open / Part paid | A balance is left, not yet due | Wait; it's on time. |
Amount paid is the total received so far and date paid the date of the last payment, so one line covers an invoice paid in two parts. A credit note can go in as a negative amount.
3. Worked example: a month of invoices
The Example sheet is the same fictional design studio as our sample bank statement and bookkeeping template, with the status as of September 30, 2026. Ten invoices from July to September:
| Invoice | Client | Due | Amount | Paid | Date paid | Balance | Status |
|---|---|---|---|---|---|---|---|
| INV-2027 | Bluebird Cafe | 07/31/2026 | 1,450.00 | 1,450.00 | 08/12/2026 | 0.00 | Paid (42 days) |
| INV-2029 | Bluebird Cafe | 08/14/2026 | 1,600.00 | 1,600.00 | Overdue, 47 days | ||
| INV-2031 | Northwind Traders | 08/27/2026 | 8,500.00 | 8,500.00 | 09/10/2026 | 0.00 | Paid (44 days) |
| INV-2034 | Rivera Design Co | 09/05/2026 | 1,275.00 | 1,275.00 | 09/05/2026 | 0.00 | Paid (30 days) |
| INV-2036 | Harbor Yoga Studio | 09/04/2026 | 2,400.00 | 2,400.00 | 09/04/2026 | 0.00 | Paid (15 days) |
| INV-2038 | Lakeside Dental | 09/24/2026 | 1,280.00 | 640.00 | 09/25/2026 | 640.00 | Overdue (part paid), 6 days |
| INV-2040 | Maple & Co. Realty | 09/16/2026 | 950.00 | 950.00 | 09/19/2026 | 0.00 | Paid (18 days) |
| INV-2042 | Summit Outdoor Supply | 10/08/2026 | 3,200.00 | 3,200.00 | Open | ||
| INV-2044 | Northwind Traders | 10/15/2026 | 4,250.00 | 4,250.00 | Open | ||
| INV-2045 | Rivera Design Co | 10/24/2026 | 1,150.00 | 1,150.00 | Open | ||
| Total | 26,055.00 | 15,215.00 | 10,840.00 | 2 overdue |
- Unpaid 10,840.00 across 5 invoices; overdue 2,240.00: Bluebird Cafe's INV-2029 (1,600.00, 47 days late) and the rest of Lakeside Dental's INV-2038 (640.00 of 1,280.00).
- Average days to pay: 30 over the five paid invoices (42, 44, 30, 15 and 18 days). Northwind Traders paid INV-2031 14 days after it was due.
- Harbor Yoga Studio and Maple & Co. Realty are on Net 15, so their due dates are 15 days after the invoice date.
- By client: Northwind Traders is 12,750.00 of the 26,055.00 invoiced, nearly half; Bluebird Cafe has the only invoice more than a month late.
- By month: invoiced 11,550.00 in July, 4,955.00 in August and 9,550.00 in September; collected 1,450.00 in August and 13,765.00 in September.
4. How to keep an invoice tracker up to date
- Log each invoice the day you send it: number, client, short description, date, terms and amount. Use the same client spelling every time so the summary adds up.
- Record payments from the bank, not from memory. Go through the deposits on your bank statement (or the bank's activity download) and match each customer payment to an invoice by client and amount. Fill in amount paid, date paid and the bank line as the reference, such as ZELLE FROM RIVERA DESIGN CO.
- Filter on Overdue once a week and send reminders. A statement listing every open invoice for a client works better than one reminder per invoice.
- Close the month: type the month as the bank check period and the month's invoice payments from the statement (next section). The status line says whether every payment is in.
- Keep paid lines. They feed days to pay and the monthly collected figures; filter them out if the list gets long.
Card payments through Stripe, Square or PayPal usually arrive as one payout covering several sales, minus fees. Match those in the payment processor's payout report, then record each invoice it paid.
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 invoice payments on that period's bank statement. In the Example, September's statement has five customer deposits: the 8,500.00 wire from Northwind Traders, Zelle payments of 1,275.00 from Rivera Design Co and 640.00 from Lakeside Dental, and mobile deposits of 2,400.00 and 950.00. They total 13,765.00, the same as the tracker's September payments, so the status line ends payments tie to the bank. The statement's Stripe payouts and interest aren't invoice payments, so they're left out.
| Difference | Usual cause | Fix |
|---|---|---|
| Tracker lower than the bank | A deposit wasn't entered against its invoice | Find the deposit on the statement and fill in the payment. |
| Tracker higher than the bank | A payment was entered twice, or dated in the wrong month | Sort by date paid; check the dates against the statement. |
| Equal to one invoice | A client paid two invoices with one deposit, or you marked the wrong invoice paid | Split the deposit across the invoices it paid. |
| Small odd amount | A bank or wire fee taken from the deposit | Record the full payment and the fee as an expense, or the amount received and a balance. |
Statements only as PDFs? Convert them to Excel first, so every deposit 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. Invoice tracker vs aging report
An invoice tracker is the running list you work from every week: each invoice, when it was paid and how long clients take. An aging report is a snapshot at one date: the unpaid balances only, grouped in Current, 1–30, 31–60, 61–90 and Over 90 day buckets, and tied to accounts receivable in your books. Small businesses that send a few invoices a month often keep only a tracker; once you have accounts receivable on a balance sheet, or a lender or accountant asks for an aging, copy the unpaid lines into the aging template at month end. If you invoice from QuickBooks Online or Xero, the software tracks invoice status and runs the aging for you; a spreadsheet tracker is for invoices made in Word, Google Docs or a simple invoicing app. For a running log of what you sold (channels, a monthly goal and whether the money has hit the bank) rather than who is late, use the sales tracker template. For the other side, the bills you pay, the bill tracker template uses the same layout with Due soon and Paid late statuses.
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 deposit is missing when you mark invoices 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: due date = invoice date + terms in days; status at the "status as of" date (blank = TODAY()); Overdue = a balance left after the due date; days to pay = date paid − invoice date for paid invoices. The example business and clients are fictional; the five September payments are the customer deposits on Utilly's sample bank statement (September 2026, 13,765.00 in total). Template built and checked November 3, 2026: the Example sheet recalculates in LibreOffice to the figures above and the status 2 overdue invoice(s), 2,240.00 overdue of 10,840.00 unpaid; payments tie to the bank.
FAQ
Is the invoice tracker template free?
Yes. Download the .xlsx with no sign-up or email address. It has a blank Invoice tracker sheet for 300 invoices, a filled-in Example and instructions, and it works in Excel, Google Sheets (File, Import), LibreOffice and Numbers.
What should an invoice tracker include?
For each invoice: the number, client, date, payment terms, due date and amount, then the amount paid, the date paid and where the payment came in. From those you get the balance, a status (paid, open or overdue) and how many days clients take to pay.
How do I track partial payments?
Put the total received so far in Amount paid and the date of the latest payment in Date paid. The balance shows what's left and the status says Part paid, or Overdue (part paid) after the due date. For several payments, add them up in the cell, for example =500+140.
How do I mark an invoice overdue in Excel?
The template does it for you: a line with a balance after its due date (invoice date + terms) shows Overdue at the status-as-of date, which is today when that cell is blank. Filter the Status column on Overdue to get your reminder list.
What is the difference between an invoice tracker and an aging report?
A tracker is the running list of every invoice, paid or not, that you update as payments arrive. An aging report is a snapshot of unpaid invoices only at one date, grouped by how many days past due they are and tied to accounts receivable 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.
Related guides
- Free sales tracker template for Excel (deposits, channels and goal)
- Free bill tracker template for Excel (due soon, paid and overdue)
- Free aging report template for Excel (accounts receivable and payable)
- Free small business bookkeeping template for Excel (income, expenses and a bank check)
- Free cash flow forecast template for Excel (12-month and 13-week)
- Free bank reconciliation template for Excel (with a worked example)
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.
