Overdue invoice tracking template
One row per open invoice, one chasing step per invoice, and a filter that surfaces anything you haven't chased in two weeks. Ten fields.
What's in the template
- Invoice number: as text.
- Customer, Amount due (a number, so your exposure is real), Issued on, Due on.
- Step: not yet due, overdue, reminder 1, reminder 2, formal notice, paid, written off.
- Last chased and Channel (email, phone, letter, registered post): the pair you keep current so you can evidence a chase.
- Chased by, Notes.
The filters that do the work
The template arrives with its typed columns. Each filter below takes two clicks on the grid, and it remembers your setup between visits.
- Overdue: past due, unpaid, oldest on top.
- To chase: overdue and never chased, or last chased more than two weeks ago, sorted by amount descending. Start at the top.
- Escalated: reminder 2 and formal notices.
- Paid: so you can measure your real collection time.
Why not a spreadsheet for this
- An amount typed as text distorts your exposure. "£1,290", "1290.00", "~1300": a spreadsheet accepts all three, and the total you use to decide whether to call your bank is wrong.
- A chasing record has legal weight. A chase date in a text column, overwritten by a colleague, is lost evidence. Here "Last chased" is a date, "Channel" a closed list and "Chased by" a separate field: three fields you can't overwrite each other in by typing.
- Two people chase the same customer. It happens the moment you have a salesperson and a bookkeeper, and it shows. A "chased by" field, filled in before you call, prevents it.
Your aged debtors report stays in Google Sheets. Exposure per customer, DSO, provisions: the table feeds your sheet and your formulas don't change.
FAQ
Does it send the chasers? No. The template tells you who to chase and in what order; the record of what's been done comes from the "Last chased" and "Channel" fields, which you fill in. The message goes out from your side.
Can I feed it from my invoicing software? Yes, by importing open invoices or writing into the table from your tool. Don't enter anything twice.
What goes in "written off"? Whatever you've decided to give up on. Keep the row rather than deleting it: it's an accounting fact and a signal for that customer's next order.
This template is one of the Rowbase templates. If you're still weighing whether to leave your sheet, read spreadsheet or database, in four questions instead.