This free accounts payable template keeps every unpaid supplier invoice in one list. Enter the supplier, invoice number, invoice date, due date and amount, then the paid date when you settle it. The sheet ages each open invoice against an “As at” date and summarises what you owe as current, 1-30, 31-60, 61-90 and 90+ days overdue.
What the tracker shows
The summary strip across the top is an aged creditors report: the total in each age band and the total owed. Below it, each invoice row shows its balance and how many days overdue it is, and places the balance in the right column. Paid invoices drop to a zero balance, and an invoice with no due date is left out of the ageing and flagged by the reconciliation check rather than silently landing in 90+.
| Band | Meaning |
|---|---|
| Current | Not yet due |
| 1-30 days | Up to a month overdue |
| 31-60 days | One to two months overdue |
| 61-90 days | Two to three months overdue |
| 90+ days | More than three months overdue |
Why track supplier invoices?
- Protect supplier relationships. Paying on time keeps credit terms open and avoids stop notices.
- Avoid late payment charges. Business suppliers can claim statutory interest and compensation on late commercial payments.
- Plan cash. Knowing what falls due over the coming weeks feeds straight into a 13-week cash flow forecast.
- Year-end accounts. The total owed at your year end is the trade creditors figure on your balance sheet.
Keeping the list accurate
Add invoices as they arrive, oldest at the top, and enter the paid date as soon as money leaves the bank. Change the As at date each time you review the list so the ageing is up to date.
