Free sales tracker template for Excel (deposits, channels and goal)
A sales tracker is a list of every sale you make with its channel, whether the money has hit the bank and how you are tracking against a monthly goal. This free Excel template does the arithmetic: type the sale date, customer, category, channel and amount, then the deposit when it arrives. The net (after fees), status (Deposited or Open), summaries by channel, category and month, progress vs your goal, and a check of the deposits 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 how it differs from an invoice tracker.
Short answer: download the sales tracker template (.xlsx). Add one line per sale: sale date, customer, category, channel and amount. When the money arrives, fill in deposit date and the bank line or payout id. Net and status calculate, with totals, open (not yet deposited), sold vs the monthly goal, summaries by channel, category and month, and a monthly check that every sales deposit on the bank statement is entered. The Example is a fictional design studio in September 2026: 15 sales, 40,434.22 sold, 29,594.22 deposited (ties to its bank statement), 10,840.00 still open, and 25,379.22 sold in September against a 35,000.00 goal.
Download the free sales tracker template (.xlsx)
Three sheets: a blank Sales tracker (300 sales), a filled-in Example sales tracker and How to use. It uses only SUM, SUMIF, SUMIFS, 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, month to track (leave blank for this month, or type the first of a month), a monthly sales goal and, for the bank check, a period and the sales deposits on that period's bank statement.
- The list: sale date, customer, description, category, channel (Invoice, Card · Stripe, Check, Cash, Other), amount, fees, net (amount − fees), status, deposit date and deposit reference (the bank line or payout id). A filter is on the header row, so you can show only Open lines.
- Summary by channel (on the right): sales, amount, fees, net and deposited for each channel.
- Summary by category: sales, amount, net and deposited for each product or service category.
- Summary by month: sold (by sale date) and deposited (by deposit date) for 12 months from the first sale.
- Key figures and checks: sales / deposited / open counts, total sold, total deposited (net), open (not yet deposited), sold in the tracked month, left to hit the goal, deposits dated in the period against the bank, and any net for a channel missing from the summary.
- Status line, such as Sold 25,379.22 of 35,000.00 goal (9,620.78 left); 5 open, 10,840.00 not deposited; deposits tie to the bank, or Deposits dated in the period differ from the bank by 640.00: look for a deposit not entered, or a sale on the wrong deposit date.
Yellow cells are inputs; everything else is a formula. Two grey helper columns (sale month, deposit month) feed the summaries. Edit the channel and category lists on the right; the drop-downs use them.
2. How the status is worked out
Each line's status is set from the amount, sale date and deposit date, in this order:
| Status | When | Do |
|---|---|---|
| No amount / No date | The amount or sale date is missing | Fill it in; the line can't be tracked without it. |
| Refunded | Amount is negative | A refund or chargeback; it reduces sold and deposited totals. |
| Cancelled | Amount is 0 | The sale didn't happen; leave it or delete the row. |
| Deposited | A deposit date is filled in | The money is on the bank statement (or in a card payout). |
| Open | Amount and sale date are set, no deposit date | Chase the payment, or wait for the next Stripe / Square payout. |
Fees are optional: leave them blank for invoice, check and cash sales. For a card sale where you know the processor fee on that line, type it; Net = amount − fees. Most people leave fees blank on Stripe payout lines and record the payout amount that hit the bank.
3. Worked example: a month of sales
The Example sheet is the same fictional design studio as our sample bank statement, invoice tracker and bookkeeping template, with the month to track set to September 2026 and a 35,000.00 monthly goal. Fifteen sales:
| Sale date | Customer | Channel | Amount | Deposit date | Status |
|---|---|---|---|---|---|
| 09/01/2026 | Card customers (Stripe) | Card · Stripe | 3,184.27 | 09/01/2026 | Deposited |
| 08/20/2026 | Harbor Yoga Studio | Invoice | 2,400.00 | 09/04/2026 | Deposited |
| 08/06/2026 | Rivera Design Co | Invoice | 1,275.00 | 09/05/2026 | Deposited |
| 09/08/2026 | Card customers (Stripe) | Card · Stripe | 4,012.55 | 09/08/2026 | Deposited |
| 07/28/2026 | Northwind Traders | Invoice | 8,500.00 | 09/10/2026 | Deposited |
| 09/15/2026 | Card customers (Stripe) | Card · Stripe | 2,876.10 | 09/15/2026 | Deposited |
| 09/01/2026 | Maple & Co. Realty | Invoice | 950.00 | 09/19/2026 | Deposited |
| 09/22/2026 | Card customers (Stripe) | Card · Stripe | 3,540.88 | 09/22/2026 | Deposited |
| 08/25/2026 | Lakeside Dental (first payment) | Invoice | 640.00 | 09/25/2026 | Deposited |
| 09/29/2026 | Card customers (Stripe) | Card · Stripe | 2,215.42 | 09/29/2026 | Deposited |
| 07/15/2026 | Bluebird Cafe | Invoice | 1,600.00 | Open | |
| 08/25/2026 | Lakeside Dental (balance) | Invoice | 640.00 | Open | |
| 09/08/2026 | Summit Outdoor Supply | Invoice | 3,200.00 | Open | |
| 09/15/2026 | Northwind Traders | Invoice | 4,250.00 | Open | |
| 09/24/2026 | Rivera Design Co | Invoice | 1,150.00 | Open | |
| Total | 40,434.22 | 10 deposited, 5 open |
- Deposited 29,594.22 across 10 sales: five Stripe payouts (15,829.22) and five customer invoice deposits (13,765.00). That is every sales credit on the sample bank statement; interest is left out.
- Open 10,840.00 across 5 sales: the same unpaid balance as the studio's invoice tracker example (Bluebird Cafe's overdue artwork, Lakeside Dental's remaining half, and three September invoices not yet paid).
- Sold in September 25,379.22 against the 35,000.00 goal: 9,620.78 left. Card payouts and September invoice sales count here; July and August sales that deposited in September do not (they count in their sale month).
- By channel: Invoice is 24,605.00 of the 40,434.22 sold (of which 13,765.00 deposited); Card · Stripe is 15,829.22, all deposited.
- By month: deposited 29,594.22 in September; sold spans July through September because invoice clients often pay weeks after the sale.
4. How to keep a sales tracker up to date
- Log each sale the day you make it: date, customer, short description, category, channel and amount. Use the same customer spelling every time so the summaries add up.
- Record deposits 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 or card payout to a sale by customer and amount. Fill in deposit date and the bank line as the reference, such as STRIPE TRANSFER ST-K2M8Q4 or ZELLE FROM RIVERA DESIGN CO.
- Filter on Open once a week and chase what's still out. Card sales usually clear in a few days; invoice sales follow your payment terms.
- Close the month: type the month as the bank check period and the month's sales deposits from the statement (next section). The status line says whether every deposit is in, and how sold in the month compares to the goal.
- Keep deposited lines. They feed the monthly deposited figures and the channel mix; 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. You can log one line per payout (as the Example does) or one line per card sale with the same payout id as the deposit reference; either way, the deposited total should match the bank.
5. Checking deposits against the bank statement
The bank check compares the deposits dated in a period (the sum of net where deposit date is from the start to the end of the period) with the total of sales deposits on that period's bank statement. In the Example, September's statement has ten sales credits: five Stripe transfers (3,184.27 + 4,012.55 + 2,876.10 + 3,540.88 + 2,215.42 = 15,829.22) and five customer deposits (2,400.00 + 1,275.00 + 8,500.00 + 950.00 + 640.00 = 13,765.00). They total 29,594.22, the same as the tracker's September deposits, so the status line ends deposits tie to the bank. The statement's interest payment isn't a sale, so it's left out.
| Difference | Usual cause | Fix |
|---|---|---|
| Tracker lower than the bank | A deposit wasn't entered against its sale | Find the deposit on the statement and fill in the deposit date (or add the sale). |
| Tracker higher than the bank | A deposit was entered twice, or dated in the wrong month | Sort by deposit date; check the dates against the statement. |
| Equal to one sale | A client paid two sales with one deposit, or you marked the wrong sale deposited | Split the deposit across the sales it paid, or fix the reference. |
| Small odd amount | A bank or wire fee taken from the deposit, or card fees netted in a payout | Record the amount that hit the bank (and fees on the line if you track them). |
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. Sales tracker vs invoice tracker
A sales tracker is the running list of what you sold and whether the money has hit the bank: channels, categories, a monthly goal and a deposit check. An invoice tracker is the accounts-receivable view of the same clients: due dates, Paid / Open / Overdue status, days to pay and an aging path. Small cash businesses and shops that take cards often keep only a sales tracker; once you send invoices with payment terms, keep the invoice tracker (or both) so you can see who is late. The Example's open 10,840.00 is the same unpaid balance as the invoice tracker Example, and its deposited invoice payments are the same five customer deposits. For the bills you pay, the bill tracker template uses the same layout on the expense side. A profit and loss template then rolls monthly sales into income for the books.
Matching deposits 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 sales deposited. 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: net = amount − fees; status is Deposited once a deposit date is filled, otherwise Open (or Refunded / Cancelled for a negative or zero amount); the monthly goal is measured by sale date in the tracked month (blank = this month). The example business and clients are fictional; the ten September deposits are the sales credits on Utilly's sample bank statement (September 2026, 29,594.22 in total). Template built and checked November 4, 2026: the Example sheet recalculates in LibreOffice to the figures above and the status Sold 25,379.22 of 35,000.00 goal (9,620.78 left); 5 open, 10,840.00 not deposited; deposits tie to the bank.
FAQ
Is the sales tracker template free?
Yes. Download the .xlsx with no sign-up or email address. It has a blank Sales tracker sheet for 300 sales, a filled-in Example and instructions, and it works in Excel, Google Sheets (File, Import), LibreOffice and Numbers.
What should a sales tracker include?
For each sale: the date, customer, what was sold, a category, the channel (invoice, card, check, cash) and the amount, then the deposit date and the bank line or payout id when the money arrives. From those you get the net after fees, a Deposited or Open status, progress vs a monthly goal and a check against the bank.
How do I track card sales from Stripe or Square?
Either log one line per payout for the amount that hit the bank (as the Example does) or one line per card sale with the same payout id as the deposit reference. The deposited total for the period should match the card payouts on your bank statement.
How do I check sales against my bank statement?
Type the month as the bank check period and the total of sales deposits on that month's statement (customer deposits and card payouts; not interest or transfers). The status line says whether the tracker's deposits for that period match.
What is the difference between a sales tracker and an invoice tracker?
A sales tracker is what you sold and whether the money has hit the bank: channels, categories and a monthly goal. An invoice tracker is who owes you: due dates, Paid / Open / Overdue and days to pay. Cash and card businesses often keep only a sales tracker; once you send invoices with terms, keep the invoice tracker too.
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, SUMIFS, COUNTIF, IF, DATE, TODAY and a few others), so they calculate the same way.
Related guides
- Free invoice tracker template for Excel (paid, open and overdue)
- Free bill tracker template for Excel (due soon, paid and overdue)
- Free small business bookkeeping template for Excel (income, expenses and a bank check)
- Free profit and loss template for Excel (monthly P&L, income statement)
- 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.
