Excel Tutorial: How To Keep Track Of Invoices In Excel


Keeping track of invoices is crucial for any business, as it ensures that you are getting paid on time and have a clear record of all transactions. In this Excel tutorial, we will cover the steps to efficiently manage invoices using Excel spreadsheets, from entering invoice details to generating reports.

Key Takeaways

  • Keeping track of invoices is crucial for business to ensure timely payments and clear transaction records.
  • Setting up a well-organized spreadsheet in Excel is essential for efficient invoice management.
  • Applying formatting and utilizing filters and sorting can help in easy readability, analysis, and trend identification.
  • Using formulas for automatic calculations and linking payment information can streamline the tracking process.
  • Regular practice of the tutorial steps will lead to proficiency in managing invoices using Excel.

Setting up the spreadsheet

When it comes to keeping track of invoices in Excel, setting up the spreadsheet correctly is key to effectively managing your financial records. Here’s how to get started:

A. Creating a new workbook in Excel
  • Open Microsoft Excel on your computer.
  • Click on “File” in the top left corner of the window.
  • Select “New” to create a new workbook.
  • You can also use the shortcut Ctrl + N to create a new workbook.

B. Naming and saving the file for easy access
  • Once you have created a new workbook, it’s important to give it a clear and descriptive name.
  • Click on “File” and then “Save As” to choose a location on your computer to save the file.
  • Be sure to name the file something that is easily recognizable, such as “Invoice Tracker” or “Financial Records”.
  • Consider creating a dedicated folder on your computer for all of your financial spreadsheets to keep them organized and easily accessible.

Formatting the invoice data

When it comes to keeping track of invoices in excel, organizing and formatting the data is key to ensure easy readability and analysis. Here are a few steps to help you organize and format your invoice data effectively:

A. Organizing the columns

  • Start by organizing the columns in your excel spreadsheet to include important details such as the invoice number, date, client name, amount, and any other relevant information.
  • Consider creating separate columns for each piece of data to ensure clarity and ease of use.

B. Applying formatting for easy readability and analysis

  • Use formatting tools such as bolding, italics, and underlining to highlight important information in your invoice data.
  • Consider using color coding to differentiate between different clients, invoice status, or payment due dates for quick visual analysis.
  • Utilize cell borders and shading to create a clear and organized layout for your invoice data.

Adding new invoices

Managing and keeping track of invoices is an essential part of any business. With Excel, you can easily create and maintain a comprehensive record of all your invoices. Here's how to add new invoices to your spreadsheet:

A. Inputting new invoice data into the spreadsheet

Start by creating a new row in your Excel spreadsheet for the new invoice. The columns in your spreadsheet should include information such as the invoice number, client name, invoice date, due date, description of services or products, unit price, quantity, and total amount. Input all this information into the respective cells in the row.

B. Using formulas to automatically calculate totals and balances

Once you have inputted the necessary data for the new invoice, you can use Excel formulas to automatically calculate the total amount and any outstanding balances. For example, you can use the SUM function to calculate the total amount by multiplying the unit price with the quantity for each line item and then summing up the total amounts. Additionally, you can use formulas to subtract any payments made from the total amount to calculate the outstanding balance.

By utilizing these formulas, you can ensure that your spreadsheet automatically updates the total amount and balances whenever new invoices are added or payments are made, saving you time and effort in manual calculations.

Tracking payments

As a part of managing your invoices, tracking payments is crucial to ensure that you are receiving the funds you are owed in a timely manner. In Excel, you can easily create a separate sheet for tracking payments and link the payment information to the original invoice data.

Creating a separate sheet for tracking payments

One way to efficiently track payments for your invoices is by creating a separate sheet within your Excel workbook dedicated specifically to payment tracking. This will allow you to keep all payment-related information organized and easily accessible.

  • Create a new sheet: In Excel, navigate to the bottom of your workbook and click on the "Add Sheet" button to create a new sheet. Name this sheet something like "Payment Tracking" to clearly indicate its purpose.
  • Set up columns: In your new Payment Tracking sheet, set up columns to track important payment information such as payment date, amount, payment method, and any notes related to the payment.

Linking payment information to the original invoice data

Once you have established a separate sheet for tracking payments, you can easily link the payment information to the original invoice data. This allows you to maintain a clear and comprehensive record of each invoice and its associated payments.

  • Match payment to the invoice: In the Payment Tracking sheet, create a column where you can enter the invoice number or a unique identifier for each payment. This will allow you to easily match each payment to the corresponding invoice.
  • Link to original invoice: Use Excel's VLOOKUP function to link the payment information back to the original invoice data. This will enable you to quickly reference the details of the invoice when reviewing payment information.

Utilizing filters and sorting

When managing a large number of invoices in Excel, it can become challenging to keep track of specific details and analyze trends. Fortunately, Excel provides tools such as filters and sorting that can help users efficiently manage their invoice data.

A. Using filters to easily locate specific invoices
  • Excel's filter feature allows users to easily narrow down their invoice data based on specific criteria, such as invoice number, customer name, or due date.
  • By applying filters, users can quickly locate and view only the invoices that meet their specified criteria, making it easier to access and manage relevant information.
  • Filters can also be customized to display unique values, such as distinct customer names or invoice statuses, which can be helpful for organizing and analyzing invoice data.

B. Sorting data to analyze trends and outstanding balances
  • Sorting invoice data in Excel allows users to arrange their invoices based on criteria such as invoice amount, due date, or customer name.
  • By sorting data, users can identify trends in their invoice information, such as identifying high-value invoices or analyzing the frequency of invoicing for specific customers.
  • Sorting data can also help users identify outstanding balances by arranging invoices based on their due dates or payment status, providing a clear overview of overdue invoices.


Recap: Keeping track of invoices in Excel is crucial for small businesses to maintain financial organization, track payments, and manage cash flow effectively. By using Excel's functions and features, businesses can streamline their invoicing processes and stay on top of their accounts receivable.

Encouragement: We encourage you to practice the tutorial steps we've provided to become proficient in using Excel for managing invoices. The more you practice, the more efficient and accurate you'll become in tracking your invoices, which will ultimately benefit your business in the long run.

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