Knowing who owes you what
Sending invoices is the easy part; keeping track of which ones are paid, part-paid or late is where freelancers and small businesses lose money. This spreadsheet is a single list of every invoice with the amount still outstanding and a status that updates by itself.
Columns
Invoice #, Client, Issued, Due, Amount, Paid, Outstanding and Status. Twenty-three rows are ready, three of them with example invoices.
- Outstanding is calculated as amount minus paid.
- Status shows Paid when nothing is outstanding, Overdue when money is still owed and the due date has passed, and Open otherwise. Because it compares the due date with today's date, an invoice turns Overdue on its own the day after it is due.
- The totals row adds up amounts, payments and outstanding balances, and counts how many invoices are overdue.
A simple routine
- When you send an invoice (for example from the invoice template), add a row with its number, client, dates and amount.
- When money arrives, add it to Paid — partial payments included.
- Once a week, sort or filter by Status and follow up on everything marked Overdue.
FAQ
Why does an invoice show Overdue before I expected?
Status uses today's date from your computer. Check the Due date on that row, and that it was entered as a date rather than text.
Can I track multiple currencies?
The amount columns are formatted in dollars. For another currency, change the cell format in your spreadsheet app; for mixed currencies, use one tracker per currency.
Does it work in Google Sheets?
Yes — upload the .xlsx to Google Drive and open it with Sheets; the formulas, including the date-based status, keep working.