Know what you owe
See every unpaid supplier balance in one place.
Free business template
Accounts Payable
Tracker Template
Your bank balance can look healthy while supplier bills are quietly waiting for it.
See who you owe, what is due next, what is overdue and how much cash is already committed. This free Accounts Payable Tracker gives every supplier bill a place before it becomes a cash-flow surprise.
Free to use. No sign up required.
See what is due next
Know which payments are coming before they hit your cash.
Catch overdue bills
See missed deadlines before suppliers have to chase you.
Protect cash before spending
See how much money is already committed before making the next purchase.
Prepare payments early
Keep supplier terms and payment timing visible before deadlines become urgent.
Template features
Stop finding out what you owe when a supplier follows up.
Supplier and invoice log
Keep every bill tied to the supplier, invoice number and invoice date.
Due date tracking
See exactly when each payment is expected so deadlines do not hide in your inbox.
Payment terms
Record immediate, 7-day, 14-day, 30-day or custom supplier terms.
Partial-payment tracking
Record deposits and part-payments without losing sight of what is still owed.
Outstanding balances
See the unpaid amount remaining against every supplier bill.
Payment status
Separate unpaid, due soon, partially paid, overdue and settled bills.
Payment references
Keep payment dates, methods and reference numbers attached to the bill.
Cash commitment summary
See total outstanding, due soon and overdue amounts before deciding what cash is free to spend.
Get started
Use it where you already work.
Google SheetsUse it online
Open the tracker in Google Sheets, add supplier bills as they arrive and keep your payables updated from any device.
The live Google Sheets link will appear here after delivery is approved.Microsoft ExcelDownload the spreadsheet
Download the Accounts Payable Tracker to Excel, work offline and keep the file with your other business records.
The Excel file will appear here after the download-delivery approach is approved.Step by step
Know what is waiting for your cash in four simple steps.
Add every supplier bill
Record the supplier, invoice number and full amount as soon as the obligation exists. Do not wait until payment day.
| Supplier | Example | |
|---|---|---|
| Kijani | INV-2041 | 85,000 |
Add the due date
Record when payment is expected and the agreed terms. A payable without a deadline is a future surprise.
| Invoice Date | Example | |
|---|---|---|
| 2026-09-14 | 14 days | 2026-09-28 |
Record every payment
Log deposits, partial payments and full settlements against the original bill so the balance stays honest.
| Invoice | Example | |
|---|---|---|
| 85,000 | 30,000 | 55,000 |
Review committed cash
Before spending again, review what is outstanding, due soon and overdue. Your bank balance is not the same as free cash.
| Summary | Amount | |
|---|---|---|
| Outstanding | 207,700 | |
| Due in 7 days | 97,700 | |
| Overdue | 110,000 |
Useful for
Built for businesses where supplier payments get complicated fast.
Retail and stock businesses
Keep stock purchases, supplier credit and payment deadlines visible before placing the next order.
Online sellers and importers
Track deposits, final supplier balances, packaging bills and other obligations around every stock cycle.
Service businesses
Keep contractor, software, professional-service and recurring vendor bills from disappearing into email.
Growing businesses
Stop relying on memory once multiple suppliers, due dates and part-payments start overlapping.
FAQ
Frequently asked questions.
Is this Accounts Payable Tracker free?
Yes. The template is free to use. You can use the Google Sheets version online or download the Excel version when those delivery links are available.
What should an Accounts Payable Tracker include?
At minimum, track the supplier, invoice number, invoice date, due date, payment terms, original amount, amount paid, outstanding balance and payment status.
What is the difference between accounts payable and accounts receivable?
Accounts payable is money your business owes suppliers and vendors. Accounts receivable is money customers owe your business. Both matter because they affect how much cash your business actually has available.
Can I track partial supplier payments?
Yes. Keep the original invoice amount and record each payment against it. The remaining outstanding balance stays visible until the supplier has been fully paid.
Can I track supplier deposits?
Yes. Record the full supplier commitment and the deposit already paid. The unpaid amount remains visible so the final payment does not arrive as a surprise.
Why does accounts payable matter for cash flow?
Because unpaid bills represent future cash leaving the business. A healthy bank balance can be misleading when a large part of it is already committed to suppliers and other obligations.
How often should I update the tracker?
Update it whenever a new bill arrives or a payment is made. For an active business, review upcoming and overdue payables regularly so you can prepare cash before deadlines become urgent.