Keep invoice totals, money received and follow-up dates in one place. This free Excel workbook calculates the remaining balance and flags unpaid or partially paid invoices that are past their due date.
Prefer to work on the website? Use the online invoice payment tracker, then export a copy before leaving. For a step-by-step receipt example, read how to track partial payments.
Download payment tracker (.xlsx)
No registration required. Includes 100 prepared invoice rows and two fictional examples to replace. The file works locally in Excel; Lekhiva does not receive your entries. Save the workbook after making changes.
What the tracker includes
| You enter | The workbook calculates |
|---|---|
| Invoice reference and customer | Remaining balance in INR |
| Due date, invoice total and cumulative receipts | Days overdue against your chosen review date |
| Next follow-up date and payment references | Unpaid, partially paid, overdue or paid status |
The workbook also flags incomplete inputs and overpayments for review. It does not send reminders, import bank statements or determine tax treatment.
How to use the template
- Save a working copy. Replace the two sample rows. Use one row per issued invoice and include the financial year in the reference where needed to distinguish invoices.
- Set the review date in B4. Overdue calculations use this editable date, not an automatically moving clock. Update it each time you review collections.
- Enter the yellow input cells. Add the customer, due date, invoice total and receipts. Enter 0 in “Received” if nothing has arrived. Use date cells for dates and numeric cells for amounts.
- Keep the grey calculation cells. Columns F–H contain balance, days overdue and status formulas. Prepared rows run from 10 through 109; copy an entire formula row if you need more.
- Reconcile before following up. Check bank records, update cumulative receipts and keep payment dates and references in the notes or a separate receipt log.
- Record the next action. Add a follow-up date and any agreed payment date or question. Save the file and share a copy with your authorised accountant when useful.
Example: a partially paid invoice
For a fictional invoice of ₹29,500, with ₹10,000 received, the balance is ₹19,500. If it was due on 25 September and the review date is 28 September, it is three days overdue. The status reads “Partial / overdue”.
If another ₹5,000 arrives, update cumulative receipts to ₹15,000, rather than replacing them with ₹5,000. The balance becomes ₹14,500. Keep both payment references so the cumulative figure can be checked.
How the calculations work
- Balance: invoice total minus cumulative receipts, rounded to two decimal places.
- Days overdue: the positive difference between review date and due date while a balance remains. On the due date, this is zero.
- Paid: the calculated balance is zero. This describes the entered figures; it does not verify the bank receipt.
- Review overpayment: receipts exceed the invoice total. The negative balance remains visible for investigation.
- Check inputs: an invoice row is missing required details or has invalid numeric inputs. An empty invoice reference leaves calculation cells blank.
When this simple tracker needs extra reconciliation
This template assumes invoices are settled with payments only and all amounts are INR. It does not model credit notes, withholding deductions, refunds, foreign exchange or write-offs. Keep disputes and adjustments visible and reconcile them separately with your CA before asking a customer to pay the displayed balance. Do not record a deduction as cash received merely to make a row show “Paid”.
It is a working collection list, not a complete accounting ledger or statutory record. Keep supporting invoices and receipt evidence using the monthly records checklist.
Turn a reconciled balance into a reminder
Use the free payment reminder generator with your checked invoice total and receipts, or adapt our email and WhatsApp reminder templates. Nothing is sent automatically.
Lekhiva helps you organise invoices, payments and CA collaboration together. Explore the Lekhiva application if maintaining separate files is becoming difficult.