Free templatesInvoice and debtor tracker
Free template · CSV for Excel or Google Sheets
Invoice and debtor tracker template
An invoice tracker lists every invoice you have sent, when it is due, whether it has been paid and what you have done to chase it.
The columns
- Invoice number
- Your invoice reference.
- Customer
- Who owes it.
- Job
- Job the invoice is for.
- Issued
- Date sent.
- Due
- Due date.
- Amount (inc GST)
- Invoice total.
- Paid
- Amount received.
- Paid date
- Date paid in full.
- Reminders sent
- Dates of each reminder.
- Notes
- Promises to pay, disputes.
Example rows
Sample data, included in the download so you can see the format. Delete these rows and add your own.
| Invoice number | Customer | Job | Issued | Due | Amount (inc GST) | Paid | Paid date | Reminders sent | Notes |
|---|---|---|---|---|---|---|---|---|---|
| INV-1042 | Example Cafe | J-3301 | 2026-11-04 | 2026-11-11 | 386.10 | 386.10 | 2026-11-06 | ||
| INV-1043 | Example Homes | J-3310 | 2026-10-15 | 2026-10-29 | 1320.00 | 0.00 | 2026-10-30, 2026-11-06 | Owner away until 10 Nov |
Using it well
- Send a reminder the day after the due date, then weekly.
- Put the payment details and a way to pay online on every invoice.
- Reconcile against your bank or Xero weekly, so the tracker matches reality.
Outgrowing the spreadsheet?
Taskr emails invoices with a pay-online link, marks them overdue on the due date and sends reminders automatically, with payments synced to Xero.
Chasing unpaid invoices: how Taskr helpsFAQ
Frequently asked questions
What payment terms should a trade business use?
7 days is common for homeowners, and 14 to 30 days for commercial accounts. Put the terms on the quote, so they are agreed before the work starts.