Invoice Tracker Template

An editable invoice tracker that connects billing events, project evidence, issue and due dates, balances, disputes, payments, and follow-up.

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Name the record before using the checklist.

ClientProject or milestoneInvoice numberDue dateFinance owner

Move the checklist beyond a first draft.

0 of 5 context fields completed0 of 12 checks completedReviewer and review date not recorded

Working status

Reviewer or accountable ownerReview dateVersion

A high score means more of the working record is filled in. It does not create client approval, legal authority, or professional sign-off.

Billing source

Link the client, project, agreement, milestone or service period, and billing authorityConfirm the billable amount, currency, tax treatment owner, and supporting evidencePrevent duplicate billing with a stable invoice and source reference

Notes and exceptions

Issue and delivery

Record invoice number, issue date, due date, recipient, sending channel, and delivery resultPreserve the issued document and provider identifierDo not start reminders when delivery failed or the recipient is unverified

Notes and exceptions

Open balance

Track sent, viewed where supported, due, overdue, disputed, partially paid, paid, credited, refunded, or written-off statesRecord promised payment dates, dispute ownership, and automation pausesUse verified provider and bank evidence for payment and settlement states

Notes and exceptions

Close and reconcile

Allocate payments and credits to the correct invoice and clientReconcile the project, payment provider, bank, and accounting handoffPreserve correction history and confirm the remaining balance is explainable

Notes and exceptions

Treat this as a starting point, not automatic authority.

Adapt roles, approvals, legal, tax, accounting, security, privacy, and professional requirements to the actual organization and jurisdiction. Record who reviewed material changes.

Want to keep this connected to the client and project?

Continue in Stelaah with the people, decisions, files, work, and finance beside the checklist.

Continue in Stelaah

Invoice Tracker Template

Name the record before using the checklist.

Move the checklist beyond a first draft.

Billing source

Issue and delivery

Open balance

Close and reconcile

Treat this as a starting point, not automatic authority.

Continue with the connected workflow

Want to keep this connected to the client and project?