Free payment tracker Excel template (and Google Sheets)

Chasing outstanding invoices takes enough time without having to build your own tracking system from scratch. This free template for tracking payments and invoices gives you everything you need to stay on top of what is owed, what has been paid, and what needs following up.

Download it here.

The template comes pre-built with formulas, conditional formatting for overdue payments, and a running balance column. Keep reading for a full feature walkthrough, step-by-step usage guide, and answers to common questions about tracking payments in Excel and Google Sheets.

Key takeaways

• This free payment tracker template works in Excel and Google Sheets. Download it and start tracking in minutes.
• An effective payment tracker should include: invoice number, invoice date, due date, customer name, amount due, payment date, amount paid, days overdue, and outstanding balance.
• Built-in conditional formatting highlights overdue invoices automatically, so you can see at a glance which customers need chasing.
• Payment tracking helps businesses stay organized, manage cash flow, and make informed decisions.
• When your business outgrows the spreadsheet, Chaser automates everything this template does manually.

What is a payment tracker template?

A payment tracker template is a pre-built spreadsheet that helps you record and monitor invoices, payments, and outstanding balances in one place. Rather than building your own system from scratch, you get a ready-made file with the right columns, formulas, and formatting already set up.

Payment tracker templates are most useful for:

• Freelancers tracking invoices across multiple clients
• Small business owners managing accounts receivable
• Finance teams who need a simple way to monitor outstanding payments without specialist software
• Suppliers and vendors tracking payments from business customers

Excel and Google Sheets are the most popular formats because they are widely available, easy to customize, and require no subscription. Chaser offers free invoice tracking templates designed for Excel and Google Sheets, so you can get started without building anything from scratch.

What features should a payment tracker template have?

An effective payment tracker spreadsheet should include columns for: invoice number, today's date, payment due date, days overdue, debtor name, amount due, any late fees applied, total amount paid, date paid, and the outstanding balance. Here is a full breakdown of what to include.

1) Columns for invoice number, due date, payment date, and amount

These four columns are the foundation of any payment tracker. The invoice number lets you identify which invoice a payment relates to. The due date shows when you expect to be paid. The payment date records when the money actually arrived. The amount tells you exactly how much came in. Together, they give you a complete picture of every transaction at a glance.

2) Conditional formatting to highlight overdue payments

Good conditional formatting means you never have to scan through a spreadsheet manually looking for problems. Chaser's free template uses color-coded rules so overdue invoices stand out immediately. Payments due today appear in amber. Overdue payments appear in red. You can see where you need to act without doing any extra work.

3) Automated calculations for totals and balances

Pre-built formulas do the math for you. The template calculates the total amount invoiced, the total payments received, and the outstanding balance across all invoices. These figures update automatically as you add new rows, so your cash flow picture is always current.

Additional columns in Chaser's payment tracker

Beyond the three core features above, Chaser's free template also includes these additional columns to give you a more complete picture of your receivables:

How to use the Chaser payment tracker template

Once you have downloaded the template, here is how to get started:

1. Download and open the file.
   Open the .xlsx file in Microsoft Excel, or click the Google Sheets link to create your own copy in Google Drive. No additional software is needed.
2. Add your company details.
   Fill in your business name and the reporting period at the top of the sheet. This keeps each version of the file clearly labeled.
3. Add each invoice as a new row.
   For every invoice you issue, add a new row and fill in the invoice number, invoice date, due date, customer name, and amount due. Do this as soon as you send the invoice, not when you are chasing it.
4. Record payments as they arrive.
   When a customer pays, enter the payment date and the amount received in the corresponding row. The outstanding balance and days overdue columns update automatically. You do not need to touch any formulas.
5. Use the conditional formatting to prioritize your follow-ups.
   Any invoice highlighted in red is overdue. Work through these first. Use Chaser's payment reminder email templates to send professional, well-timed chasers without writing from scratch every time.

Tip: if you are managing a large volume of invoices, read our guide on how to track invoices and payments for more advanced approaches to keeping your accounts receivable under control.

Tips for using a payment tracker spreadsheet effectively

Getting the most from your payment tracker comes down to a few consistent habits:

• Enter data accurately and consistently. Use the same format for dates, currency, and customer names across every row. Inconsistencies make filtering and sorting unreliable.
• Keep it up to date. A payment tracker only works if it reflects reality. Add new invoices on the day you send them and log payments on the day they arrive.
• Use the sort and filter functions. You can filter by customer name to review one client's payment history, or sort by days overdue to find your most urgent chasers quickly.
• Review it regularly. A quick weekly review of overdue invoices catches payment problems before they become serious cash flow issues. Set a recurring reminder if it helps.
• Back it up. Save a copy to cloud storage so your payment records are accessible from anywhere and protected against local file issues.

Benefits of tracking payments in a spreadsheet

For businesses that are not yet ready for dedicated accounts receivable software, a payment tracker spreadsheet offers real practical value:

• Accurate financial records: Every payment, date, and invoice number is captured in one place, so audits and reconciliations are straightforward.
• Cash flow visibility: See exactly how much is outstanding at any point. Know what is coming in and when so you can plan ahead with confidence.
• Customer payment history: Track how each customer pays over time. Identifying slow payers early means you can adjust credit terms before a problem grows.
• No software cost: Free to download and use in Excel or Google Sheets you already have. No subscription, no setup fee.
• Compliance and audit trail: A clear, dated record of every transaction that regulators or auditors can review if needed.
• Decision-making: Accurate payment data supports better decisions on pricing, credit policies, and how much working capital you need.

Download your free payment tracker template

Chaser's free payment tracker template gives you pre-built formulas, automatic overdue highlighting, and a running balance column. It is ready to use in Excel or Google Sheets with no setup required.

When you are ready for more than a spreadsheet, Chaser automates everything this template does manually. That means sending payment reminders at the right time, tracking debtor behavior across your customer base, and giving you real-time cash flow visibility without the manual upkeep.

Start a free trial and see how much time you can save.

Frequently asked questions