Contractor Invoice Tracker and Payment Tracker Spreadsheet: Excel + Google Sheets, Deposit Progress Final, Aging, Holdback

Won quote in. Invoice out. Then track every dollar against the contract.

One payment of $24.99, yours forever. No subscription, no per-invoice fees, no account to keep paying for. This kit is a file you own.

A spreadsheet sends nothing and collects nothing. This kit is the record: it shows you who owes what, and how long they have owed it. You issue each invoice from it, record every payment against it, and the balances, statuses and aging keep themselves up to date.

It also does the one thing no generic invoice tracker does: it starts from your quote. If you price work with the CrewQuote Quote & Job-Costing Kit, the client, the group lines, the total, the HST and the payment schedule your client signed carry into this kit on the START HERE sheet, and the schedule becomes the invoice plan. It works on its own too: type any job into the register and invoice it the same way.

Who it's for
Painting, plumbing, HVAC, electrical, renovation and remodeling, handyman, cleaning, landscaping and other home-services contractors who bill in deposits and progress payments and want one register that always knows what is still owed.

What it does
- Contract register (JOBS): one row per job: contract total, approved change orders in their own column (flowing into the total), the tax amount, invoiced and paid to date, balance owing against the contract, and the uninvoiced remainder
- Payment schedule per job: deposit %, progress % and final, with the amounts calculated from the contract total from the quote, rounded the same way the quote kit rounds them (deposit and progress rounded, final is the remainder, so they always add up)
- Invoice log: one row per invoice: number, date issued, due date (from your payment terms), job, type (Deposit, Progress, Final, Change Order, Other), description, subtotal, tax and total; client and job fill in from the register when you type the job number
- Automatic status on every invoice: Paid, Partial, Outstanding, or Overdue, worked out from the balance and the due date
- Payments ledger: record every payment against its invoice number (date, amount, method, note). Part payments are normal. The log rolls them up and the balance owing is always the total less what has actually landed
- Invoice page: type an invoice number and a clean, branded invoice fills in: your business block, the client, the description, subtotal, HST line only when the tax switch is ON (rate editable, 13% Ontario default), total, paid to date and balance due. Print it or PDF it; it fits one letter page
- Aging view: unpaid balances bucketed Current, 1-30, 31-60, 61-90 and 90+ days past due, with totals per job and per client, as of any date you choose (today by default)
- Holdback tracked properly: enter the holdback % from your contract and the kit tracks the amount held and released in its own section. Holdback is held, not overdue, and never lands in the aging buckets
- Late fee as a calculation field: set a method (a percent of the balance, or a flat amount, per 30 days overdue, after a grace period you choose) and the kit shows the figure on the log and on the invoice. It is never added to a balance automatically (see the late-fee note below)
- Yellow input cells; every formula is locked so the math can't be broken by accident

What's included (instant download)
- Excel workbook: blank template (SETUP · START HERE · JOBS · INVOICE LOG · INVOICE · PAYMENTS · AGING)
- Google Sheets version: identical workbook, Sheets-compatible formulas only
- Fully worked example (both formats): the interior painting job from the quote kit, continued, a $17,850.35 contract with its deposit invoice paid in full, its progress invoice part-paid, and the final invoice still to come
- Quick-Start Guide (PDF): the chain from a won quote, every sheet explained, and the late-fee and tax notes in plain language
- Licence: single business (see below)

How it works
1. Fill in SETUP once: business details, tax switch and rate, invoice defaults, late-fee inputs.
2. When a quote is won, copy it into START HERE and put the job in the JOBS register.
3. Add each invoice to the INVOICE LOG as it comes due, record payments in PAYMENTS, and send the page from the INVOICE sheet.
4. Check AGING whenever you want to know who owes what.

Requirements
Microsoft Excel 2016 or later, OR a free Google account (Google Sheets). No macros, nothing to enable, nothing to install. Also verified in LibreOffice.

Licence (plain version)
One purchase covers one business: your whole crew can use it, on unlimited jobs, forever. Please don't share, resell or redistribute the files. The full licence is included in the download.

Tax note: the HST/tax fields are calculation helpers at the rate you enter. They are general information only, not tax advice. Confirm your tax obligations with your accountant.

Late-fee note: the late-fee figures are calculations based on the method and rate you enter on SETUP. They are general information only, not legal advice. Whether you may charge a late fee, and how much, depends on your contract and your jurisdiction. The kit never adds a fee to a balance for you; if you charge one, you post it as its own invoice line.

Production note: this kit was produced with AI assistance, working under the seller's direction. The workbook's calculations were independently checked by recalculation, and the QuickStart Guide was written and verified against the finished workbook.

QUESTIONS AND ANSWERS

Q: Excel or Google Sheets, which do I get?
A: Both. The download includes the Excel workbook and a Google Sheets version with identical formulas and identical results, plus a worked example of each. Use whichever you already live in.

Q: Is this a subscription? Do I pay again for updates?
A: No. One payment of US$24.99, yours forever, no subscription, no per-invoice fees, no account. If a corrected version is released, it replaces the file in your Etsy Purchases & Reviews downloads at no cost.

Q: Does it have macros? My Excel blocks them.
A: No macros at all. It's a plain .xlsx with formulas, so there is nothing to enable and nothing for your security settings to block.

Q: Do I need the CrewQuote Quote & Job-Costing Kit to use this?
A: No. The tracker works on its own: type any job into the JOBS register and invoice it. If you do have the quote kit, START HERE is the bridge: the won quote's client, group lines, total, HST and payment schedule carry across, so the schedule your client signed becomes the invoice plan instead of being re-typed.

Q: Does it send invoices or take payments for me?
A: No, and it is worth being plain about that: a spreadsheet sends nothing and collects nothing. You print or PDF the invoice page and send it the way you send anything else, and clients pay you the way they already pay you. What the kit does is keep the record straight: what was invoiced, what has landed, what is still owed and how old it is.

Q: Can a client pay part of an invoice?
A: Yes. Record each payment in PAYMENTS against the invoice number, for whatever amount arrived. The invoice shows a Partial status and the balance owing updates. Several payments against one invoice are fine.

Q: How does holdback work?
A: Enter the holdback percentage from your contract on the job's row in JOBS. The kit calculates the amount held (that percentage of the contract total including change orders), tracks what has been released, and shows what is still held on the AGING sheet in its own section, kept out of the overdue buckets. Bill the work net of holdback and invoice the release when it falls due, the same as any other invoice.

Q: What does the late-fee field actually do?
A: It calculates, it does not charge. On SETUP you choose a method (none, a percent of the unpaid balance, or a flat amount, each per 30 days overdue, after a grace period you set), and the log and the invoice page show the resulting figure for information. It is never added to a balance automatically. If you decide to charge a late fee, post it as its own invoice line so it is visible. Whether you may charge one depends on your contract and your jurisdiction; the kit's figures are general information only, not legal advice.

Q: I'm not in Ontario. Does the tax work for me?
A: Yes. The tax line is a switch plus a rate you type. Set 13% HST, 5% GST, your provincial rate, a US sales-tax rate, or switch it OFF entirely and no tax line prints. The same switch and rate pattern as the quote kit, so a job is taxed the same way it was quoted.

Q: Can my crew use it too?
A: Yes, the licence covers your whole business. One purchase per business, unlimited jobs and unlimited users inside that business.