Free Excel template · Excel for bookkeeping
Free accounts payable tracker template
For bookkeepers and office managers who need to see, on one page, what the business owes and what has to be paid this week. Enter each vendor bill with its date, terms and any payments, and the template works out the due date, the balance and the status, then totals what is overdue, what is due in the next 7 days, and how much you owe each vendor.
Preview and try it
This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.
| A | B | C | D | E | F | G | H | I | |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Accounts payable tracker | ||||||||
| 2 | As of | Nov 2, 2026 | |||||||
| 3 | |||||||||
| 4 | Vendor | Invoice # | Invoice date | Terms (days) | Due date | Amount | Paid | Balance | Status |
| 5 | Harbor Properties | HP-1125 | Oct 25, 2026 | 10 | 46330 | 2400 | 0 | 2400 | Open |
| 6 | Northline Paper Co | NP-88412 | Sep 18, 2026 | 30 | 46313 | 1286.4 | 600 | 686.4 | Overdue |
| 7 | Pacific Power | 0021-77 | Oct 14, 2026 | 21 | 46330 | 212.47 | 212.47 | 0 | Paid |
| 8 | Brightpath Freight | BF-3390 | Oct 2, 2026 | 30 | 46327 | 742.15 | 0 | 742.15 | Overdue |
| 9 | Northline Paper Co | NP-88730 | Oct 16, 2026 | 30 | 46341 | 935.8 | 0 | 935.8 | Open |
| 10 | Summit IT Services | SIT-2026-10 | Oct 31, 2026 | 15 | 46341 | 1450 | 0 | 1450 | Open |
| 11 | Brightpath Freight | BF-3412 | Oct 20, 2026 | 30 | 46345 | 518.6 | 0 | 518.6 | Open |
| 12 | Cleanway Janitorial | CJ-1077 | Oct 31, 2026 | 14 | 46340 | 640 | 0 | 640 | Open |
| 13 | Summit IT Services | SIT-2026-09 | Sep 30, 2026 | 15 | 46310 | 1450 | 1450 | 0 | Paid |
| 14 | Northline Paper Co | NP-87901 | Aug 29, 2026 | 30 | 46293 | 410.25 | 0 | 410.25 | Overdue |
| 15 | |||||||||
| 16 | |||||||||
| 17 | |||||||||
| 18 | Total owed | 7783.2 | |||||||
| 19 | Overdue | 1838.8 | |||||||
| 20 | Due in the next 7 days | 2400 |
How the formulas work
Due date from payment terms
Excel stores dates as day numbers, so the invoice date plus 30 is the date 30 days later. Type the terms the vendor gives you (Net 30 is 30, Net 15 is 15). The IF leaves the cell blank on empty rows instead of showing a date in January 1900.
Balance after part payments
Record part payments in the Paid column rather than editing the amount, so you always keep the original invoice value. Northline's September bill shows $686.40 still owed after a $600 payment.
Status in one formula
Paid first (nothing left to pay), then Overdue if the due date is before the as-of date in B2, otherwise Open. Change B2 to the day you are reviewing and every status updates; that keeps the sheet repeatable instead of depending on today's date.
What is due this week
Adds the balance of open bills whose due date falls within 7 days of the as-of date. Overdue bills are already counted in B19, so the two numbers together are what you need cash for this week.
Totals by vendor
SUMIFS adds the balance for the vendor named in column A. The dollar signs lock the bill ranges so the formula copies down the table. Vendor names must match exactly, so pick one spelling ("Northline Paper Co") and stick to it.
Make it yours
- Sort by due date before a payment run so the oldest bills sit at the top.
- Enter the invoice date from the bill, not the date it arrived. Terms run from the invoice date unless the vendor's terms say otherwise.
- Add a column for early-payment discounts if your vendors offer them, and check it before each payment run.
- Add rows inside the list (right-click row 16 > Insert) so the ranges grow, then copy the formulas in E, H and I into the new rows.
FAQ
What is the difference between accounts payable and accounts receivable?
Accounts payable is money the business owes to suppliers for bills it has received. Accounts receivable is money customers owe the business. This template tracks payables; for receivables, use an aging report on your customer invoices.
How do I calculate days overdue in Excel?
Subtract the due date from the review date: =MAX(0,$B$2-E5) gives the days late, or 0 if the bill is not yet due. Use it to build aging buckets such as 1-30, 31-60 and over 60 days with COUNTIFS or SUMIFS.
Can I use this for more than one company?
Use one copy per company (or one tab per company) so totals never mix. If you need a combined view, add a Company column and include it as an extra SUMIFS condition.
Functions used
IFPicks a result from a testSUMAdds numbersSUMIFSAdds with several conditionsCOUNTIFCounts cells that matchCOUNTIFSCounts with several conditions
Related guides
- How to calculate due dates and days overdue in Excel
- SUMIFS with multiple criteria in Excel
- COUNTIFS with multiple criteria in Excel
- How to calculate days between two dates in Excel
More free templates
- Bank reconciliation templateFor bookkeepers and owners who reconcile a bank account each month and want the working on one page.Free .xlsx
- Expense report templateFor employees who need to claim back business costs, and for the managers and bookkeepers who check those claims.Free .xlsx
- Purchase order templateFor small businesses, office managers and buyers who send purchase orders to suppliers and want to track what actually arrives.Free .xlsx
- Accounts receivable aging report templateFor owners, bookkeepers and credit controllers who invoice customers on terms and need to see who owes what and for how long.Free .xlsx
Updated