Order Tracker Spreadsheet for Custom Orders, Deposits, Balance Due and Deadlines, Excel

For work you make to order. Log each order with its deposit and deadline, then see what is due this week and who still owes you.

Orders tab: order number, customer, item, details, price, deposit paid, other payments, deadline and status. It holds 500 orders. Balance due, deposit short, days left and a flag are worked out. Flags include Late, Due this week, Deposit short, Collect balance and Refund check.

This Week tab: open orders that are late or due in your window, soonest first, up to 30 lines, with the balance still owed on each. Cards at the top show open orders, late orders, orders due and the unpaid total. Below that are counts by status with a chart, and the six customers who owe the most.

Customers tab: up to 200 customers, with open orders, amount ordered, paid and unpaid for each.

Setup tab: your usual deposit percentage and how many days count as this week. Leave As-of date blank and This Week follows today's date. One order can have its own deposit percentage.

The statuses are Quoted, Confirmed, In progress, Ready, Delivered and Cancelled.

The Example file has 38 made-up orders. The Blank file has none.

WHAT'S INCLUDED
- Custom-Order-Tracker-Example.xlsx, filled in with made-up orders
- Custom-Order-Tracker-Blank.xlsx, for your own orders

Tabs in each: Start Here, Setup, This Week, Orders, Customers. Digital download. Nothing is shipped.

COMPATIBILITY
An .xlsx workbook with ordinary formulas. No macros and no add-ins. A script recalculated it in LibreOffice 26.8 and compared the results with a separate Python calculation. Another script confirmed it uses no LAMBDA, LET, XLOOKUP or spill formulas. A script also opened this file in Microsoft Excel for Mac 16.114.3 and ran a full recalculation: every cell matched the values stored in the file, with no error cells. That test did not type new data into Excel or look at the screen. Excel for Windows and Google Sheets have not been tried, and the menu steps below have not been tried in Excel or Google Sheets.

QUESTIONS AND HOW-TO
Does it send invoices or reminders? No. It tracks money and dates in a spreadsheet.

When does an order count as owing money? From Confirmed onward. Quoted and Cancelled orders count as nothing owed.

What about a cancelled order with a deposit paid? It is flagged Refund check. You decide what to do.

Can I list each payment date? There is one Deposit date and one Other payments total per order. Use the Details column for more.

Using this file in Excel

Open the .xlsx file. If a yellow bar says Protected View, click Enable Editing.

Type only in the colored input cells. The other cells hold formulas and are locked so they don't get overwritten by accident.

The Example file has made-up entries so you can see how it fills in. Start your own work in the Blank file.

Before you type anything, use File > Save As and give the Blank file a new name. That keeps a clean copy for next time.

To change a locked cell, go to Review > Unprotect Sheet. There is no password. If you edit a formula, the totals may stop being right.

Copying this file to Google Sheets

Open Google Sheets in a browser and start a blank spreadsheet.

Go to File > Import, choose the Upload tab and select the .xlsx file.

Under Import location choose Replace spreadsheet, then click Import data.

Your copy now lives in your own Google Drive. Name it with File > Rename.

Sheets may not keep the locks from the Excel file, so type only in the colored input cells.

HOW AI WAS USED
AI helped write the listing text, the how-to text and the code that builds this file. Scripts tested: balance due, deposit short, days left, flags, the This Week list and the Customers totals, on 6 sets of test data including deadlines on the edge of the window, a cancelled order with money paid, a delivered order still owing, an overpayment, a customer not on the list, more lines than the list holds and full tables. No person is claimed to have checked it unless stated here.

PLEASE NOTE
This file adds up what you type. Customer names in the Example are made up. License: for your personal use only. No resale or sharing of this file.