Track time. Get paid.
Free invoice payment tracker spreadsheet
See exactly what your client still owes before you follow up. Record each confirmed payment beside its invoice, then review open and overdue balances in the currency you choose.
Editable XLSX · invoice and payment CSVs · no signup or email
Use the tracker in three steps
1. Add each invoice
Enter a unique reference, client, ISO currency code, invoice total and agreed due date on the Invoices tab. Choose a review date for the summary.
2. Record what arrived
Add every confirmed receipt on the Payments tab using the same invoice reference and currency. Keep the bank or payment reference. Enter a documented credit separately.
3. Check the balance
Review the balance, status and any flagged rows. Check your agreement and payment records before sending a reminder.
Example
Two receipts leave USD $500 to follow up
You sent invoice INV-101 for USD $800, due 10 October 2026. Your client paid USD $200 on 12 October and USD $100 on 20 October. On the example review date of 27 October, the remaining balance is USD $800 − $200 − $100 = USD $500. The workbook shows it as overdue because the agreed due date has passed.
INV-102 is fully paid. INV-103 is due later, so its USD $600 balance is open. An AUD $250 disputed invoice stays separate and marked for review; it is never silently treated as paid.
How the balance works
Balance = invoice total − confirmed receipts − documented credits. The workbook links payments to a unique invoice reference. It checks the payment date, amount, reference, type and currency before counting a row. Duplicate payment references, orphan payments and mismatched currencies need review. A negative balance is an overpayment to investigate, not a paid status.
An invoice is overdue only when its balance is positive and the review date is later than its agreed due date. On the due date itself it is still open or part paid. A missing due date, disputed invoice or invalid entry appears as a review prompt. The summary pauses for invalid rows and review issues in the chosen currency; the file never converts currencies. The CSVs are editable records without live formulas.
The XLSX has room for 40 invoices and 100 payments. Its default print range covers the first 12 rows on each tab; select all your filled rows before printing if you use more. You can upload it to your chosen spreadsheet service, then check formulas and layout after import. Your client details stay in the file you save; this page does not ask for them or upload them to TimeLodge.
Questions before you follow up
Does a part payment change the due date?
The workbook keeps the agreed date for the unpaid balance. Change it only if you and your client agree to new terms.
How do I handle a promised payment?
Record only money you have confirmed receiving. Keep a promised date in your own notes until the payment arrives.
What if my client disputes an invoice?
Set its review state to Disputed. The balance remains visible, but the summary asks you to review it. Check the agreement and discuss the issue before using a standard reminder.
Reviewed 27 October 2026. This is a reconciliation aid, not accounting or legal advice.
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