Client & Project Tracker with Payments Due (Excel)
One place for every client and every project: what was agreed, when it is due, what you have invoiced and what has actually reached your bank. Payments are recorded as they arrive and the tracker works out each project's balance, its payment due date from the client's terms and how many days it is overdue. A Clients overview totals everything per client and writes a polite reminder you can paste into an email.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| Client | Currency | Active projects | Agreed (not cancelled) | Invoiced | Received | Outstanding | Overdue |
| Northwind Labs | USD | 2 | 7,300 | 3,200 | 3,200 | 0 | 0 |
| Brightside Media | GBP | 1 | 1,800 | 600 | 600 | 0 | 0 |
| Kaufmann GmbH | EUR | 1 | 2,750 | 2,475 | 1,200 | 1,275 | 1,275 |
| Desert Rose Events | AED | 0 | 8,800 | 8,800 | 8,800 | 0 | 0 |
| Maple & Pine Co. | CAD | 0 | 3,500 | 0 | 0 | 0 | 0 |
What's inside
- Clients sheet: name, country, currency, contact person, email and payment terms in days (for example 14 or 30)
- Projects sheet: client, project, pricing (fixed fee, hourly, retainer or milestone), agreed fee, start date, deadline, status, invoice number, invoice date and amount invoiced
- Payments sheet: date, project, amount received and method; part payments and deposits add up automatically
- Per project: paid so far, balance due, payment due date, days overdue and a red flag when a deadline or a payment is late
- Clients overview: active projects, total agreed, invoiced, received, outstanding and overdue per client, in the client's currency, with a ready reminder message
- Dashboard counts of projects by status (Lead, Proposal sent, In progress, On hold, Delivered, Paid, Cancelled)
How to use it
- Open the Settings sheet, type your name or agency name and pick the date style you like.
- On the Clients sheet replace the samples with your own clients and type their payment terms in days.
- Add each project on the Projects sheet with its client, pricing type, agreed fee and deadline. Move its status along as work progresses.
- When you invoice, type the invoice number, the invoice date and the amount invoiced on that project's row. The payment due date appears from the client's terms.
- When money arrives, add a row on the Payments sheet: date, project and amount received (after any bank or platform fees, so the balance shows what is really left to collect).
- Open the Clients overview each week. Anyone with an overdue amount is highlighted; copy their reminder text into an email.
Tips
- Name projects so they are unique, for example "Logo redesign 2026" rather than "Logo", because payments are matched to the project name.
- Ask for a deposit (often 30 to 50 percent) before starting work with a new client, and record it on the Payments sheet as soon as it arrives.
- If a client pays less because of a transfer fee, either record the full amount and log the fee as an expense, or record what arrived and ask for the difference: decide once and stay consistent.
- Mark lost or cancelled work as Cancelled instead of deleting it; your win rate is useful when you set prices.
Questions and answers
When does a payment count as overdue?
When the payment due date (invoice date plus the client's payment terms) has passed and the balance is more than zero.
Can one client have projects in different currencies?
Each client has one currency in this tracker, which is how most freelancers work. If a client pays in two currencies, add them twice, for example "Acme Ltd (USD)" and "Acme Ltd (EUR)".
Is this a replacement for accounting software?
No. It tracks your pipeline and who owes you money. Use the Income & Expense Tracker in this toolkit, or your accountant's software, for your books and tax.
Can my team use it?
Yes. Save it to OneDrive, Google Drive or SharePoint and share it; add an "Owner" note in the Notes column if several people manage projects.