Invoice tracker spreadsheet template
A working Excel template for keeping track of supplier invoices: what has arrived, when each one is due, which are overdue and what you have paid. The status column is a formula over the due date and the paid date, so nothing goes stale, and a summary sheet totals what you owe. Free, no sign-up and no email address.
What is in it
| Sheet | One row per | What it does for you |
|---|---|---|
| Invoices | Supplier invoice | Invoice date, supplier, invoice number, net, VAT, gross, due date and paid date. Gross adds itself up. Status reads Paid, Due, Overdue or No due date on its own, with the number of days overdue beside it. |
| Summary | Status, and supplier | How many invoices and how much money are overdue, due, undated or paid — live COUNTIF and SUMIF over your rows. Type a supplier's name to see what you still owe them. |
Why status is a formula, not a column you type
Most invoice trackers have a status column you fill in yourself, and that is the part that fails: an invoice marked “due” in March is still marked “due” in May unless somebody remembers to change it. Here status is worked out from two facts you already have — the due date and the date you paid — so an invoice becomes overdue the morning after its due date without anyone touching the file.
An unpaid invoice with no due date is shown as No due date rather than quietly counted as fine. Plenty of invoices print terms such as “30 days” and no date, so the gap is ordinary — a tracker should show it instead of hiding it.
Filling it in without typing
The template is the easy half. The work is turning a folder of supplier PDFs, scans and phone photos into those rows. That is what Invoices to Spreadsheets does: its export carries the invoice date, supplier, invoice number, net, VAT and total for every invoice, ready to paste into the first six columns. The paid date stays yours to add. Try one invoice free, without an account.
Is the invoice tracker template free?
Yes. Download it, use it, change it. No account, no email address, no card.
How does the template know an invoice is overdue?
The Status column compares the due date with today’s date using TODAY(). If there is a paid date the invoice is Paid; otherwise it is Overdue once the due date has passed, Due before then, and No due date when you have not entered one. Days overdue is today minus the due date.
Can I use it for invoices I send to customers instead?
Yes. The columns work the same way for sales invoices: read “Supplier” as “Customer” and the summary shows what you are owed rather than what you owe. Rename the header if you like — the formulas refer to the columns, not their titles.
How many invoices does it hold?
The formulas are filled down to row 500. To go further, select the last formula row and drag it down; the summary sheet totals whole columns, so it picks up the new rows without changes.
Does it work in Google Sheets or Numbers?
Yes. It is a standard .xlsx file and the formulas are IF, TODAY, COUNTIF, COUNTIFS, SUMIF and SUMIFS, which import cleanly. Set your locale before importing so dates and £ parse as dates and numbers.
Do I have to type every invoice in by hand?
That is the part the template cannot do for you. Filling it from a folder of PDFs and photos is what Invoices to Spreadsheets does: upload the invoices, check them against the originals, and export the invoice date, supplier, invoice number, net, VAT and total as Excel or CSV.
7 days · 50 documents · No card needed
All free tools and templates · Convert a batch of invoices to Excel · For bookkeepers