Unpaid invoices don't announce themselves. This tracker calculates how overdue each one is, colors it, and points to the next reminder in a four-step sequence, with the messages written out.
What's inside
- Overdue days and status calculated automatically
- Rows color-coded from current to 31+ days late
- A summary of what's open and what's overdue
- A four-message reminder sequence, ready to copy
Open
$13,740
Overdue
$11,890
Invoices open
5
| Invoice | Customer | Amount | Days late | Status | Next step |
|---|---|---|---|---|---|
| #1048 | Customer A | $1,850 | 0 | Current | None yet |
| #1046 | Customer B | $3,200 | 4 | 1–15 days | Step 1: nudge |
| #1041 | Customer C | $940 | 12 | 1–15 days | Step 2: follow-up |
| #1037 | Customer D | $5,600 | 19 | 16–30 days | Step 3: direct ask |
| #1029 | Customer E | $2,150 | 37 | 31+ days | Step 4: firm notice |
| #1044 | Customer F | $1,275 | Paid | Paid |
Set it up
- Delete the sample rows. They're marked as sample data.
- Add an invoice as a new row: number, customer, invoice date, terms in days, and amount.
- When it's paid, type Y in the Paid column and add the date.
- Once a week, sort by days overdue and send whichever reminder the Next step column suggests.
The reminder sequence
The tracker points to these in order. Keep each one short and friendly; the goal is to get paid and keep the customer.
Step 1: the friendly nudge (1 day late)
Subject: A reminder about invoice [number]
Hi [Name], A quick reminder that invoice [number] for [amount] was due on [date]. If it's already on its way, thank you. If you need another copy or a different way to pay, just reply and I'll sort it out. [Your name]
Step 2: the follow-up (8 days late)
Hi [Name], [Business] here. Invoice [number] for [amount] is now a week past due. Is there anything holding it up? Happy to help. You can pay here: [link]
Step 3: the direct ask (15 days late)
Subject: Invoice [number] is 15 days past due
Hi [Name], Invoice [number] for [amount] is now 15 days overdue. I'd like to get this settled this week. Can you let me know when to expect payment, or call me at [phone] if something needs to be worked out? Thank you, [Your name] [Business]
Step 4: the firm notice (30 days late)
Subject: Final notice: invoice [number]
Hi [Name], Invoice [number] for [amount] is now 30 days past due. Please arrange payment by [date], or call me at [phone] to discuss a payment plan. After that date I'll need to review next steps under our agreement. [Your name] [Business]
Check what your contract and local rules say before you mention late fees, collections, or liens. This tracker doesn't give legal advice.
Using it in Google Sheets
- Download the file, then drag it into your Google Drive.
- Right-click it and choose Open with, then Google Sheets.
- Use File, then Save as Google Sheets so you have an editable copy.
It works the same in Excel. The numbers in the preview above are made-up sample data, there only to show what the sheet looks like when it's in use.