Template
Payables Tracker
Paying too early starves your cash; paying too late costs you suppliers and credibility. This payables tracker is built for Indian SMEs to manage exactly when each supplier bill should be paid. It lists every outstanding purchase, its due date, any early-payment discount on offer, and the TDS you must deduct before paying. It groups dues by week so you can plan payments around your collections instead of paying whoever calls first. Use it to protect supplier relationships, capture cash discounts worth taking, and keep statutory deductions correct on every payment.
Free · Excel / Google Sheets compatible · no signup — see what’s inside below, then download.
What it does
The template is a structured list of every rupee your business owes to suppliers and service providers. Each row records the supplier, the bill number and date, the amount, the agreed credit period, and the resulting due date, and the sheet sorts upcoming payments into weekly buckets so you can see the next fortnight’s commitments at a glance. Where a supplier offers an early-payment discount, a column flags it so you can decide whether the saving beats holding the cash. For payments that attract tax at source — rent, contractors, professional fees — a TDS column ensures you deduct correctly before releasing the net amount. Paired with a receivables view, it lets you match what is coming in against what must go out and avoid both late-payment friction and needless early drains.
Who it’s for
- Traders and distributors buying stock on credit from multiple suppliers.
- Manufacturers managing raw-material and job-work payments on staggered terms.
- Service businesses with recurring vendor, rent, and contractor bills.
- Rice mills and agribusinesses settling paddy, transport, and labour dues across a season.
Fields included
How to use it
- Enter each supplier bill with bill number, date, amount, and the agreed credit period.
- Let the sheet compute the due date and sort dues into weekly payment buckets.
- Flag any bill offering an early-payment discount and note the discount window.
- Apply TDS where the payment attracts it, and record the net amount payable.
- Each week, match upcoming dues against expected collections before scheduling payments.
- Release payments, record the date and mode, and mark the bill settled.
- Review at month end to confirm no bill slipped past its date and TDS was deducted correctly.
Preview
| Supplier | Amount (₹) | Due date | Note |
|---|---|---|---|
| Bearings supplier | 3,00,000 | 10 Jun | 2% discount if paid early |
| Packaging vendor | 1,20,000 | 18 Jun | Net 30 |
| Transport contractor | 50,000 | 20 Jun | TDS 1% — pay 49,500 |
| Electricity / rent | 85,000 | 25 Jun | TDS on rent portion |
| Total payable | 9,80,000 | This month | — |
Free Excel / Google Sheets template — no signup required.
Download Excel template (.xlsx)Example workflow
Patel Auto Spares in Rajkot owes five suppliers a total of ₹9,80,000 at month start. One supplier offers a 2% discount for payment within 10 days on a ₹3,00,000 bill — a ₹6,000 saving — and the tracker flags it. The owner checks the receivables sheet, sees ₹4,50,000 of collections expected in the next week, and pays that supplier early to capture the ₹6,000 while comfortably covering it. A ₹50,000 contractor bill attracts 1% TDS, so ₹500 is deducted and ₹49,500 released, with the ₹500 added to the month’s TDS challan. The remaining bills are scheduled across their due weeks so no supplier is paid late and the current account is never overdrawn.
Frequently Asked Questions
Ready to put this to work?
Download Excel template (.xlsx)