Brief & Bill / Free guides
Freelance invoice tracker: a free template with the formulas
If the answer to “who still owes me money?” lives in your inbox and your memory, a simple invoice tracker will save you time and awkward guesses.
The columns you need
| Column | What goes in it |
|---|---|
| A. Invoice no. | A simple sequence, such as 2026-014 |
| B. Client | |
| C. Project | |
| D. Date sent | |
| E. Amount | In your currency |
| F. Due date | Date sent plus your payment terms |
| G. Date paid | Blank until paid |
| H. Status | Worked out by formula |
| I. Days late | Worked out by formula |
Free printable: invoice tracker
| Invoice no. | Client | Project | Date sent | Amount | Due date | Date paid | Status |
|---|---|---|---|---|---|---|---|
Formulas for Google Sheets or Excel
- Due date, 30-day terms (F2):
=D2+30 - Status (H2):
=IF(G2<>"","Paid",IF(TODAY()>F2,"Overdue","Sent")) - Days late (I2):
=IF(H2="Overdue",TODAY()-F2,"") - Total still owed:
=SUMIFS(E:E,H:H,"<>Paid")
A calm reminder schedule
- On the due date: a friendly note with the invoice attached again.
- 7 days late: a short reminder asking when you can expect payment.
- 14 days late: a firmer email, and a phone call if you have a contact.
- 30 days late: a final notice that explains your next step.
Example of a first reminder: “Hi Sam, just a quick note that invoice 2026-014 for the homepage copy was due today. I have attached it again in case it got buried. Thanks, Alex.”
This is an organiser for your own records, not accounting software or tax advice.