Template
Receivables Tracker
Sales are vanity; collections are sanity. This receivables tracker is built for Indian SMEs whose biggest cash trap is money owed by customers who pay slowly. It lists every outstanding invoice by customer, sorts them into ageing buckets (0-30, 31-60, 61-90, 90+ days), and shows your total outstanding and days-sales-outstanding so you know how long your money is stuck. A follow-up column records the last reminder and the promised date. Use it to prioritise collection calls, cut your DSO, and stop financing your customers’ businesses with your own working capital.
Free · Excel / Google Sheets compatible · no signup — see what’s inside below, then download.
What it does
The template turns a pile of unpaid invoices into a prioritised collection list. Each row holds the customer, invoice number, amount, invoice date, and due date, and the sheet automatically slots the outstanding amount into an ageing bucket based on how many days it is past due. Totals at the bottom show how much is current versus seriously overdue, and a days-sales-outstanding figure tells you the average time your sales take to convert to cash. A status column logs your last follow-up and the customer’s promised payment date, so reminders are systematic rather than whoever-shouts-loudest. The result is a sheet you scan every Monday to decide who to chase first and which accounts are turning into bad-debt risk.
Who it’s for
- Distributors and wholesalers selling on 30-to-60-day credit to retailers.
- Manufacturers and B2B service firms with large invoices and slow-paying buyers.
- Freelancers and agencies juggling several clients past their due dates.
- Mandi traders and agri-suppliers extending credit to buyers between harvest cycles.
Fields included
How to use it
- Enter each unpaid invoice with customer, amount, invoice date, and due date.
- Let the sheet calculate days overdue and drop each amount into its ageing bucket.
- Sort by overdue days so the oldest and largest balances rise to the top.
- Review the days-sales-outstanding figure to see how long cash is tied up on average.
- Call or message the top accounts; record the date and the promised payment in the status column.
- When a payment lands, mark the invoice cleared and reconcile it against your bank.
- Each week, flag anything past 90 days as a bad-debt risk and escalate or renegotiate.
Preview
| Customer | Outstanding (₹) | Days overdue | Bucket |
|---|---|---|---|
| Sharma Kirana | 1,20,000 | 8 | 0-30 |
| Gupta Stores | 95,000 | 44 | 31-60 |
| New Mart | 1,80,000 | 72 | 61-90 |
| Lucky Traders | 2,00,000 | 105 | 90+ (risk) |
| Total outstanding | 14,50,000 | DSO 48 days | — |
Free Excel / Google Sheets template — no signup required.
Download Excel template (.xlsx)Example workflow
Verma Distributors in Indore supplies FMCG goods to 40 kirana retailers on 30-day credit. At month end the tracker shows ₹14,50,000 outstanding: ₹6,00,000 current, ₹4,00,000 in 31-60 days, ₹2,50,000 in 61-90 days, and ₹2,00,000 over 90 days from three retailers. The DSO works out to 48 days against a 30-day policy, meaning roughly ₹5,40,000 of cash is stuck beyond terms. The owner focuses the week’s calls on the ₹2,00,000 over-90 bucket, gets two retailers to commit to a date, and puts the third on advance-payment-only. Over two months, systematic follow-up brings DSO down to 38 days, freeing about ₹3,00,000 of working capital without a single extra sale.
Frequently Asked Questions
Ready to put this to work?
Download Excel template (.xlsx)