Template
Invoice Tracker
An invoice you forget to follow up on is an interest-free loan to your client. This tracker is built for Indian businesses and freelancers who raise GST invoices and need one place to see what was billed, what was paid, and what is overdue. It keeps your invoice numbers in a clean unbroken series (which GST requires), records the GST charged and any TDS the client deducts, and shows the outstanding amount and ageing at a glance. Use it to chase payments before they go stale, reconcile against your bank, and file GSTR-1 without hunting through emails.
Free · Excel / Google Sheets compatible · no signup — see what’s inside below, then download.
What it does
The template is a running log of every invoice you issue, designed around how Indian businesses actually get paid. Each row carries the invoice number and date, the client and their GSTIN, the taxable value, the GST charged, and the invoice total, plus a due date based on your payment terms. A status column tracks paid, partly paid, or outstanding, and the sheet computes the balance due and how many days an invoice is overdue. Because business clients often deduct TDS, there is a column for tax withheld so the amount you expect in the bank matches reality. The same data doubles as your sales register for GSTR-1, keeping the invoice series sequential and gap-free as the law requires.
Who it’s for
- Freelancers and consultants billing multiple clients on different payment terms.
- Service businesses and agencies raising GST invoices every month.
- Traders and small manufacturers who invoice on credit and need to track collection.
- Anyone whose clients deduct TDS and who must reconcile net receipts against 26AS.
Fields included
How to use it
- Each time you raise an invoice, add a row with the next sequential invoice number and date.
- Record the client name, GSTIN, taxable value, GST charged, and the invoice total.
- Set the due date from your payment terms (for example, net 30 from invoice date).
- Note any TDS the client will deduct so the expected receipt is realistic.
- When payment arrives, mark the invoice paid and reconcile it against your bank statement.
- Review the overdue list weekly and send reminders on invoices past their due date.
- At month end, use the sheet as your GSTR-1 sales register and check the number series for gaps.
Preview
| Invoice # | Client | Total (₹) | Status |
|---|---|---|---|
| DS/2026/045 | Retail client (B2C) | 23,600 | Paid |
| DS/2026/046 | Café chain Pvt Ltd | 70,800 | Outstanding (12 days) |
| DS/2026/047 | Tech startup Pvt Ltd | 1,18,000 | Overdue (10 days) |
| DS/2026/048 | NGO (no GST) | 40,000 | Part-paid |
| Total outstanding | — | 1,88,800 | — |
Free Excel / Google Sheets template — no signup required.
Download Excel template (.xlsx)Example workflow
Anuja runs a Bengaluru design studio and raises invoice DS/2026/047 to a private-limited client for ₹1,00,000 plus 18% GST, totalling ₹1,18,000, on net-30 terms. The client deducts TDS at 10% under section 194J on the ₹1,00,000, so Anuja records ₹10,000 TDS and expects ₹1,08,000 in the bank. By day 35 the invoice is overdue; the tracker’s ageing column flags it red and she sends a reminder. The client pays ₹1,08,000 on day 40, which she reconciles against the statement and marks paid, while keeping the ₹10,000 TDS noted to reconcile against Form 26AS at year end. At month close, this invoice and the rest of the series feed straight into her GSTR-1.
Frequently Asked Questions
Ready to put this to work?
Download Excel template (.xlsx)