Consultant Invoice Tracker Template (Free Excel Download)
A free Excel log of the invoices you send: one row per invoice with its number, client, dates, amount and payments received. The balance, the days overdue and a Paid / Open / Overdue status calculate for you, the top of the sheet totals what is invoiced, paid, outstanding and overdue, and a second sheet totals each client.
Download the consultant invoice tracker (Excel XLSX)
.xlsx Excel (XLSX) Two sheets: Invoices (100 rows, live formulas, header rows frozen) and By client (25 client rows). Blank: no sample entries, no macros. Download Excel ↓What each column does, and which ones calculate
Columns A to G are yours to fill in; H, I and J calculate from them. The Invoices sheet, left to right:
| Col. | Heading | Type | What it holds |
|---|---|---|---|
| A | Invoice no. | You type | The number printed on the invoice. One row per invoice number. |
| B | Client | You type | The client name. Type it the same way every time: the By client sheet matches it letter for letter. |
| C | Project / description | You type | The project, project code or a few words on the work. |
| D | Invoice date | You type | A date cell, shown in your computer's short date format. |
| E | Due date | You type | A date cell. Days overdue and the Overdue status are measured from it. |
| F | Amount | You type | The invoice total. A row counts as an invoice once this cell has a value. |
| G | Paid to date | You type | Everything received against this invoice so far. For a part payment, add the new amount to what is already there. |
| H | Balance | Calculates | Amount minus Paid to date. Blank while Amount is empty; an empty Paid to date counts as 0. |
| I | Days overdue | Calculates | Days since the due date, never below 0, on rows that still have a balance. Blank when the row is paid or has no due date. |
| J | Status | Calculates | Paid when the balance is 0 or less; Overdue when a balance remains and today is after the due date; otherwise Open. |
The totals at the top
- Total invoiced: the sum of Amount.
- Paid: the sum of Paid to date.
- Outstanding: the sum of Balance, due or not.
- Overdue: the sum of Balance on rows whose status is Overdue.
The By client sheet
Type a client name in column A, exactly as on the Invoices sheet, and the row shows that client's Invoiced, Paid, Balance and Overdue balance (SUMIF and SUMIFS over the Invoices sheet).
The formulas, for row 7
- Balance (H7)
=IF(F7="","",F7-N(G7)) - Days overdue (I7)
=IF(OR(F7="",E7=""),"",IF(H7<=0,"",MAX(0,TODAY()-E7))) - Status (J7)
=IF(F7="","",IF(H7<=0,"Paid",IF(AND(E7<>"",TODAY()>E7),"Overdue","Open"))) - Overdue total (F4)
=SUMIF(J7:J106,"Overdue",H7:H106) - Client balance (By client, D5)
=IF(A5="","",SUMIF(Invoices!$B$7:$B$106,A5,Invoices!$H$7:$H$106)) - Client overdue (By client, E5)
=IF(A5="","",SUMIFS(Invoices!$H$7:$H$106,Invoices!$B$7:$B$106,A5,Invoices!$J$7:$J$106,"Overdue"))
TODAY() recalculates each time the file opens. Days overdue and the Overdue status move on by themselves from day to day; an open invoice that is not yet due shows 0 days overdue.
What the formulas give: a worked example
Three rows as the file calculates them (illustrative figures):
| Amount | Paid to date | Due date | Balance | Days overdue | Status |
|---|---|---|---|---|---|
| 1,000.00 | 1,000.00 | 10 days ago | 0.00 | (blank) | Paid |
| 500.00 | 200.00 | 15 days ago | 300.00 | 15 | Overdue |
| 750.00 | (empty) | in 30 days | 750.00 | 0 | Open |
The top of the sheet then shows Total invoiced 2,250.00, Paid 1,200.00, Outstanding 1,050.00 and Overdue 300.00.
How to use it with the consulting invoice generator
The Consulting Invoice Generator makes the invoice; the tracker keeps the list. The generator has no account or invoice history, so the site offers no way to recover a lost invoice: the tracker, plus the PDFs you save, is your record.
- Make the invoice in the generator. Its Invoice #, Date, Due Date and Project Code fields map to the tracker's Invoice no., Invoice date, Due date and Project / description.
- Download the PDF and add one row to the tracker: the invoice number, the client name as you always write it, and the total from the PDF in Amount.
- When money arrives, update Paid to date on that row. The status turns to Paid once the balance reaches 0.
- Open the file whenever you review payments: sort or filter the Status column to see what is overdue.
The generator is free and unmetered for normal use; an anti-abuse cap of 20 PDFs per device per day (200 per IP) applies, well above ordinary use, and the tracker download on this page is not metered. A one-line "Created free with myinvoicetemplate.com" credit is switched on by default and one free checkbox in the settings turns it off. Your draft is stored in your own browser on this device, so download and keep the PDF you need.
Billing engineering work? The engineering consultant invoice page opens the same generator with engineering line items (principal engineer, project engineer, designer / CAD technician, reimbursable expenses); log those invoices the same way. Blank consulting invoices to download are on the consulting invoice template page.
Reading open, paid and overdue invoices at a glance
- Outstanding is everything not yet paid; Overdue is the part of it past its due date. The difference is money that is not yet late.
- For an aging report by bucket (Current, 1–30, 31–60, 61–90 and 90+ days past due), paste the balance and due date of your open rows, one "amount, due date" per line, into the invoice aging calculator.
- To see how long clients take to pay on average, the DSO calculator divides receivables by credit sales for a period: take Outstanding from the tracker, and add up Amount for the invoices dated in that period.
- If an invoice runs late and your terms allow interest, the late fee calculator works out the charge.
How consultants set rates, retainers and payment terms is covered in the consultant billing guide.
Frequently asked questions
Is the consultant invoice tracker free?
Yes. It is a static Excel file that downloads straight from this page, with no signup and no email.
Which spreadsheet apps was it tested in?
Microsoft Excel for Windows (Excel 16.0). We opened the file, typed test rows (a paid invoice, a part-paid overdue invoice, an open invoice not yet due and a row without a due date) and checked every calculated column and both sheets' totals. We have not tested it in Google Sheets, LibreOffice Calc or Apple Numbers. The formulas use only IF, OR, AND, N, MAX, TODAY, SUM, SUMIF and SUMIFS.
Why do the days overdue change when I open the file?
Days overdue and the Overdue status compare the due date with TODAY(), which the spreadsheet recalculates each time the file opens (and whenever it recalculates). An invoice that was Open yesterday can show as Overdue today without you editing anything.
How do I record a part payment?
Keep one row per invoice and put the running total received in Paid to date. For example, if you invoiced 500.00 and were paid 200.00, enter 200.00: Balance shows 300.00 and the status stays Open or Overdue until Paid to date reaches the amount.
What if I send more than 100 invoices?
The Invoices sheet has 100 rows (rows 7 to 106), and the totals in rows 3 and 4 and on the By client sheet add up those rows only. For more, copy the last row's formulas further down and widen the ranges in the total formulas to match, or start a fresh copy of the file, for example one per year.
Can I track invoices in different currencies?
The amount cells are plain numbers with two decimals and no currency symbol, and the totals simply add them up. Keep one currency per file, or per client, so the totals mean something.
Does the tracker send payment reminders?
No. It is a spreadsheet with formulas only, no macros and no connection to email. Sort or filter by Status to see who to chase, and use our late fee calculator if your terms charge interest on late payments.
A record-keeping aid, not accounting, legal or tax advice. Check the figures against your bank records, and keep the records your tax authority requires.