Job & Invoice Tracker — Free Excel Spreadsheet
Every invoice you send, every payment that lands, and exactly who still owes you what — in one spreadsheet that does the arithmetic itself. Type in the invoice amount and what was paid; the tax, the total, the balance and the paid / part-paid / unpaid status are worked out by formulas, and the summary sheet keeps a running total of invoiced, received and outstanding money.
Download — free, one click, no email gate
A real, working Excel file — formulas included, not a picture of a spreadsheet. Opens in Microsoft Excel, Google Sheets and LibreOffice. One click, no account, no email gate.
File: job-invoice-tracker.xlsx · Format: XLSX spreadsheet
What's inside
- Invoices sheet — date, invoice number, client, job, subtotal, tax rate, amount paid; tax amount, invoice total and balance are formulas, never typed
- Status column that fills itself in — Paid, Part paid or Unpaid, decided by the balance on each row
- Summary sheet — total invoiced, total received, total outstanding, and how many invoices sit in each state, all pulled from the log by formula
- 30 pre-formatted rows ready to type into — copy the last row down when you outgrow them and the formulas come with it
- A short “How to use” sheet inside the file, so whoever opens it next knows the routine
A look at the columns
Invoices
| Date | Invoice no. | Client | Job | Subtotal | Tax % | Tax | Total | Paid | Balance | Status |
|---|---|---|---|---|---|---|---|---|---|---|
| 4 Nov 2026 | INV-1041 | Alex Morgan | Deep clean — 3-bed home | 320.00 | 0 | 0.00 | 320.00 | 320.00 | 0.00 | Paid |
| 7 Nov 2026 | INV-1042 | Priya Shah | Weekly clean — Nov (4 visits) | 360.00 | 0 | 0.00 | 360.00 | 180.00 | 180.00 | Part paid |
| 9 Nov 2026 | INV-1043 | Tom Becker | Move-out clean | 410.00 | 0 | 0.00 | 410.00 | 0.00 | 410.00 | Unpaid |
How to use it
- Download and save your own copy. Keep the original download untouched as your blank master.
- One row per invoice, on the day you send it — date, number, client, job, subtotal, your tax rate, and nothing else; the tax, total and balance columns calculate themselves.
- When money lands, type it into “Amount paid” on that invoice's row. The balance and status update on their own — part payments are fine.
- Glance at the Summary sheet weekly. “Total outstanding” is the number to chase; the status counts show how much of it is untouched versus part-paid.
Usage licence
Free for your own business use — make as many documents as you like, send them to your clients, keep them for your records. FormShelf keeps the copyright in the underlying design; please don't resell the tool output as a template product or redistribute our files. If a fellow business owner could use this, link them to this page instead.
Pairs with
Invoice Generator
Make the invoice itself in the browser, then log it here.
Receipt Generator
When a payment lands in the tracker, issue the client its receipt.
Expense Tracker (Excel)
The other half of the books — what the business spends, by category.
Frequently asked questions
Do the formulas work in Google Sheets and LibreOffice?
Yes. The file uses plain, standard formulas (SUM, SUMIF, COUNTIF, IF) that calculate identically in Excel, Google Sheets and LibreOffice.
What if I send more than 30 invoices?
Copy the last formatted row down as far as you need — the formulas copy with it, and the totals row and summary extend to the rows above them as long as you insert new rows before the totals row.
Is my data uploaded anywhere?
No. The tracker is a file on your own computer. FormShelf never sees what you type into it.
Does it handle tax?
Each row has its own tax-rate column, so taxed and untaxed invoices can sit in the same log. The tax amount is calculated from the subtotal and rate you enter — the tracker does not decide your tax obligations.