FREE Excel Invoice List Template
Organised invoicing is the backbone of healthy cash flow, whether you’re a freelancer juggling multiple projects or a growing business managing a steady stream of clients. Lost invoices, missed payments, and confusion over due dates can quickly become a headache. That’s where an invoice list template comes in.
This simple yet powerful tool gives you a clear overview of all your outstanding invoices, helping you track payments, stay on top of deadlines, and maintain accurate records. The best part? We’re offering a free, user-friendly invoice tracker template you can download and customise to fit your business needs. With a few clicks, you’ll be on your way to streamlined invoicing and improved financial management.
We also provide free invoice templates, which give a basic invoice format to your business and can add the business branding, full details and payment details.
What is an Invoice List?
An invoice list is a centralised document providing a snapshot of all invoices your business has issued. Think of it as a master table that neatly summarises vital information from each invoice, allowing you to see the big picture of your billing and payments at a glance.
Typically, an invoice list includes columns for the invoice number (a unique identifier), the date the invoice was issued, the customer or client name, the total amount due, and the current payment status (e.g., paid, unpaid, overdue). Depending on your needs, you might include additional columns for details like payment due date, payment method, or project/service description.
The true power of an invoice list lies in its efficiency. Instead of sifting through stacks of paper invoices or scrolling through endless digital files, you have a single, organised document that consolidates all relevant information. It makes it incredibly easy to track outstanding payments, identify late payers, and manage your cash flow effectively.
Why Use Our Free Invoice Tracking Template?
Our free invoice tracker template is designed with your business in mind. It’s straightforward, even if you’re not a spreadsheet whiz. The layout is clean and intuitive, with clear column headers that guide you through entering your invoice details. No complicated formulas or confusing jargon – just a straightforward tool to help you get organised.
But simplicity doesn’t mean sacrificing flexibility. You can easily customise the template to suit your specific needs. Add columns for additional information, remove ones you don’t need, or rearrange them to match your preferred workflow. Since it’s in a standard Excel format, it’s compatible with most spreadsheet software, so you can use the tools you’re already familiar with.
Using our invoice list template offers a range of benefits.
- You’ll gain a clearer picture of your cash flow, making it easier to forecast income and expenses.
- You’ll be able to quickly identify any outstanding balance and send timely reminders to clients.
- Keeping all your invoice information in one place will minimise the risk of missed payments and ensure professional record-keeping for accounting purposes.
In short, it’s a small investment of time that can yield big rewards for your business.
Using Accounting Software
While our invoice list template is a fantastic starting point, it’s important to note that as your business grows, so does the complexity of your financial management. Accounting software provides more advanced features like automated calculations, detailed reports, and integration with other financial tools.
We have teamed up with QuickBooks to provide a discount of 90% for the first 7 months.
Instructions for the Invoice List Template (Step-by-Step Guide):
1. Download the Template:
Click on the link provided to download the invoice list template. It will usually download as an Excel file (.xlsx).
2. Open in Spreadsheet Software:
Locate the downloaded file and open it using your preferred spreadsheet software, including Microsoft Excel, Google Sheets, or any other compatible program.
3. Enter Your Invoice Details:
- Invoice Number: Enter a unique number for each invoice (e.g., INV-001, INV-002).
- Invoice Date: Enter the date you issued the invoice to the client.
- Customer Name: Enter the full name of the client or business you invoiced.
- Due Date: Enter the date due. This should be clear on the invoice.
- Amount Due: Enter the total amount the client owes for the invoice.
- Amount Paid: When a customer pays, enter the amount paid.
4. Sorting the details
To sort the data, click on the column header arrow for the data you want to organise (like “Invoice date” or “Amount Due”). For example, clicking the “Amount Due” down arrow will arrange your invoices from highest to lowest amounts. This can be helpful when prioritising which invoices to follow up on or creating a customer statement.
5. Refresh the Spreadsheet
The invoice list uses today’s date formula to calculate when an amount is overdue. If you leave the template open for a day, you will need to refresh the worksheet; this is done by pressing ‘Control + F5’.
6. Regular Maintenance
Keeping your invoice list up-to-date is crucial for effective financial management. Here are some tips for regular maintenance:
- Update Immediately: Get in the habit of updating your invoice list as soon as you send an invoice to a client. Don’t put it off – even a few missed entries can lead to confusion.
- Mark Payments Promptly: Enter the amount paid in the column when a client pays an invoice. This gives you an accurate picture of your outstanding balances.
- Schedule Regular Reviews: Set aside time each week or month to review your invoice list. Look for overdue invoices, send reminder statements, emails, and letters, or make follow-up calls.
- Reconcile with Bank Statements: Regularly compare your invoice list with your bank statements to ensure that all payments have been recorded accurately.
Making these simple maintenance tasks a regular part of your routine ensures that your invoice list remains an accurate and valuable tool for managing your business finances.
Free Invoice Templates
Our sales invoice template simplifies the process of requesting payment from your clients. It provides a clear, professional format for detailing the goods or services, the total amount due, and payment terms. The sales invoice is the starting point for your invoice list, as each invoice you create will be added to the list for tracking.
Our credit note template has you covered for situations where you need to issue refunds or adjust an invoice amount. This template formally documents the credit, ensuring clear communication with your client and maintaining accurate records. Credit notes are typically referenced in your invoice list to show adjustments to the original invoice amount.
These templates work hand-in-hand with the invoice list to create a comprehensive system for managing your business finances. The invoice list acts as a central hub, tracking the progress of each invoice, while the sales invoice and credit note templates provide the necessary documentation for requesting and adjusting payments.
Simple Invoice Template Tips
Here are some simple tips for creating invoices.
- Unique Invoice Numbers: Assign a unique identifier to each invoice (e.g., INV-001, 2024-06-15-ClientName). This helps with organisation and reference.
- Clear Dates: Include the invoice issue date and a clear due date for payment.
- Detailed Descriptions: Describe the goods or services provided in as much detail as possible. Include quantities, unit prices, and any applicable taxes.
- Accurate Calculations: Double-check all calculations to ensure the total amount due is correct.
- Payment Terms: Clearly state your payment terms, including accepted payment methods (e.g., bank transfer, credit card, PayPal), late payment fees (if applicable), and early payment discounts (if offered).
- Contact Information: Include your business name, address, phone number, and email address. This makes it easy for clients to contact you with questions or payment issues.
- Professional Branding: If possible, incorporate your company logo and branding elements into the invoice template. This adds a touch of professionalism.
- Thank You Note: A simple “thank you for your business” can go a long way in building strong client relationships.
- Proofread: Before sending the invoice, carefully proofread it for any errors in spelling, grammar, or calculations.
- Delivery: Send the invoice promptly via email or other agreed-upon methods. If mailing a physical copy, consider using certified mail for proof of delivery.
More Templates for Small Businesses
Business Accounting Basics offers a wide range of free templates for all your business accounting needs. Our templates include cash forecasts, budget, balance sheet, profit and Loss, petty cash, statement of account, business expenses and a purchase order template.
Invoice Tracker Free Download
Ready to take control of your invoicing and simplify your financial tracking? Don’t miss out on our free, customisable invoice list template! Download it now and experience the benefits of organised, efficient invoicing.
By downloading the free template, you agree to our licence agreement, allowing you to use the templates for your own personal or business use only. You may not share, distribute, or resell the templates to anyone else in any way.
Invoice List Template Conclusion
In business, time is money, and efficient invoicing is key to maintaining a healthy cash flow. Using our free invoice list template, you’re not just organising your paperwork but investing in a smoother, more professional financial process.
From tracking payments to identifying overdue accounts, this simple tool empowers you to take control of your invoicing and make informed decisions about your business. Don’t let scattered invoices hold you back – download our template today and experience the difference it can make.
