Written with AI assistance. I edited it. The formulas below were checked in LibreOffice Calc on sample rows (not in Excel or Google Sheets).

A status column is the simplest way to know where every order is. It's also where small sheets go wrong: "Shipped", "shipped", "Shipped " with a trailing space and "Sent" all mean the same thing to you, and four different things to a formula.

Here's how to lock the column to a short list, colour each row by its status, count what's in each stage, and flag orders that have sat still too long. It uses data validation, conditional formatting, COUNTIF and SUMIFS, which work the same way in Excel and Google Sheets.

1. The status list

Make a tab called Lists and type your stages in A2:A6:

New, Packed, Shipped, Delivered, Cancelled

Keep it short. Five stages you actually use beat twelve you don't.

2. The dropdown

Orders from row 5: A Order ID, B Customer, C Amount, D Status, E Status date (the day the status last changed). Put an As of date in B2 (=TODAY() works).

Select D5:D104, then:

• Excel: Data → Data Validation → Allow: List → Source: =Lists!$A$2:$A$6. On the Error Alert tab, keep Stop.
• Google Sheets: Data → Data validation → Add rule → Dropdown (from a range) → Lists!A2:A6 → "Reject the input".

New entries now have to come from the list. But a dropdown doesn't clean rows that were already there, and pasted values can slip past it, so section 5 adds a check.

3. Colour each row by status

Select A5:G104 and add one conditional formatting rule per status, each with a custom formula:

The $ before D and F keeps every cell in the row looking at the status column. Without it, only the status cell changes colour.

4. Days in status and a "stuck" flag

F5, days since the status last changed:

=IF(E5="","",$B$2-E5)

G5, a flag column:

=IF(D5="","No status",IF(COUNTIF(Lists!$A$2:$A$6,D5)=0,"Not on list",IF(AND(D5="Packed",F5>2),"Stuck",IF(AND(D5="Shipped",F5>7),"Stuck",""))))

Set your own limits: here an order packed for more than 2 days, or shipped for more than 7 without being marked delivered, gets flagged. Remember to update the status date whenever you change the status.

5. Counts per status, and the check

Put the five stages in J5:J9, then:

Fill K5 and L5 down to row 9. K11 and K12 are the useful ones: they show orders that the per-status counts silently skip. The check in K15 confirms every order is either in a stage or listed as a problem.

6. What the sample showed

Seven made-up orders, as of 21 Oct 2026:

Counts: one order in each of the five stages (New 650, Packed 500, Shipped 800, Delivered 1,200, Cancelled 300), plus 1 not on the list and 1 with no status. 7 accounted for out of 7 orders, so the check said OK.

The typed "shipped " is the reason for K11. COUNTIF ignores capital letters, but not the trailing space, so that order would have been missing from the Shipped count without the check. Retype it from the dropdown and it moves into Shipped.

7. Test it before you trust it

Add rows you know the answer to, then confirm:

• a status pasted in with a trailing space (should say "Not on list")
• an order with no status (should say "No status" and count in K12)
• a Packed order with a status date 3+ days old (should say "Stuck" and turn red)

Then delete them.

Prefer a ready-made file? There's a free Order & Payment Tracker (.xlsx workbook, no macros). You log each order once, and it works out what's still owed and whether it's overdue, by customer and in a one-page summary: https://ashishsrivastavajay.gumroad.com/l/free-order-payment-tracker

About me, and a disclosure: I'm Ashish, a Kolkata-based Excel and Google Sheets builder with 18+ years of work experience, and I write these tutorials and build my workbooks with AI assistance under my direction. The free tracker is mine.

Written with AI assistance. I edited it. The formulas below were checked in LibreOffice Calc on sample rows (not in Excel or Google Sheets).

Chasing an invoice after it's late is awkward. A polite nudge two or three days before the due date is easy, and it often means you never have to chase at all. The problem is remembering which invoices are close.

Here's a small sheet that does the remembering. It works out each due date from the payment terms, moves it off weekends and holidays, counts the working days left, and flags the ones to remind today. WORKDAY and NETWORKDAYS exist in every current version of Excel and in Google Sheets.

1. The invoice list

Invoices from row 5: A Invoice date, B Customer, C Amount, D Terms (days, e.g. 30), E Paid (type Y when the money arrives). Put an As of date in B2. =TODAY() works; I used a fixed date so the results below don't change.

List your holidays in L5:L10 (one date per cell). Leave spare blank cells: the formulas ignore them.

2. The due date

F5, the plain due date:

=IF(OR(A5="",D5=""),"",A5+D5)

G5, moved to the next working day if it lands on a weekend or holiday:

=IF(F5="","",WORKDAY(F5-1,1,$L$5:$L$10))

The F5-1 then +1 working day trick is the useful bit: a weekday due date stays the same, but a Saturday becomes Monday, and a holiday becomes the next working day. Format F and G as dates.

3. Days left, in calendar and working days

H5, calendar days left (blank once paid):

=IF(OR(G5="",E5="Y"),"",G5-$B$2)

I5, working days left (negative when overdue):

=IF(H5="","",IF(H5>=0,NETWORKDAYS($B$2,G5,$L$5:$L$10)-1,-(NETWORKDAYS(G5,$B$2,$L$5:$L$10)-1)))

NETWORKDAYS counts both end dates, so the -1 makes "due today" read 0. The two branches keep the sign right on each side of the due date. Format H and I as Number, not Date, or a 5 shows up as a date in 1900.

4. The reminder column

J5:

=IF(E5="Y","Paid",IF(G5="","No terms",IF(H5<0,"Overdue",IF(I5<=3,"Remind now","OK"))))

Change the 3 to suit your customers. Then add a conditional formatting rule on the row (Format → Conditional formatting, custom formula =$J5="Remind now") to colour it, so the list reads at a glance.

5. A summary for Monday morning

N9 is the check. An invoice with no terms has no due date, so it would never be flagged. If N9 isn't 0, fill in the terms.

6. What the sample showed

Seven made-up invoices, as of Wednesday 21 Oct 2026, with Friday 23 Oct listed as a holiday:

Summary: 3 to remind (500 + 650 + 300 = 1,450), 1 overdue (800), 1 with no terms.

Dutta Mart is the interesting row: five calendar days left looks comfortable, but with a weekend and a holiday in between, it's only two working days.

7. Test it before you trust it

Add rows you know the answer to, then confirm:

• a due date on a Saturday (should move to Monday)
• a due date on one of your holidays (should move to the next working day)
• an invoice due today (should show 0 and "Remind now")
• an invoice with blank terms (should show "No terms" and count in N9)

Then delete them.

Prefer a ready-made file? There's a free Order & Payment Tracker (.xlsx workbook, no macros). You log each order once, and it works out what's still owed and whether it's overdue, by customer and in a one-page summary: https://ashishsrivastavajay.gumroad.com/l/free-order-payment-tracker

About me, and a disclosure: I'm Ashish, a Kolkata-based Excel and Google Sheets builder with 18+ years of work experience, and I write these tutorials and build my workbooks with AI assistance under my direction. The free tracker is mine.

Note: this covers spreadsheet layout and formulas only. How you charge tax, what an invoice must show and how you report income depend on where you live. It is not tax or legal advice.

Step 1: A Clients sheet

Make a sheet called Clients with these columns:

Select the range and press Ctrl+T to make it an Excel Table, then name it tblClients under Table Design > Table Name. Tables grow on their own, so new clients appear in dropdowns without editing ranges.

Keep one row per client. If the same client appears as "Acme" and "Acme Pvt Ltd", your totals will split, so pick one spelling and stick to it.

Step 2: A Projects sheet

On a Projects sheet:

For the Client dropdown, select column B and use Data > Data Validation > List with the source =INDIRECT("tblClients[Client name]"). Do the same for Status with a typed list: Active,Paused,Done.

Make this a Table too (tblProjects).

Step 3: An optional Time Log

If you bill by the hour, add a TimeLog sheet: A = date, B = project ID, C = hours, D = description. Then on the Projects sheet add column H, Hours logged:

=SUMIFS(tblTime[Hours],tblTime[Project ID],[@[Project ID]])

And column I, Billable so far:

=IF([@[Billing type]]="Hourly",[@Hours logged]*[@Rate],[@Rate])

Now each hourly project shows what you could invoice today.

Step 4: The Invoices log

This is the core of the tracker. Make an Invoices sheet:

Fill the due date from the client's payment terms:

F2: =IF(B2="","",B2+IFERROR(INDEX(tblClients[Payment terms (days)],MATCH(C2,tblClients[Client name],0)),30))

If the client isn't found, it falls back to 30 days.

Balance:

I2: =IF(E2="","",E2-N(G2))

Status:

J2: =IF(E2="","",IF(I2<=0,"Paid",IF(TODAY()>F2,"Overdue",IF(N(G2)>0,"Part-paid","Open"))))

Days overdue:

K2: =IF(J2="Overdue",TODAY()-F2,"")

Turn it into a Table (tblInvoices) so these formulas fill down automatically for every new row.

Step 5: Highlight what needs chasing

Select the Status column and add Home > Conditional Formatting > Highlight Cells Rules > Text that Contains:

• Overdue → light red fill
• Part-paid → light yellow fill
• Paid → light green fill

For a stronger signal, select the whole table and add a formula rule =$K2>30 with bold red text. Anything more than a month late jumps out.

Step 6: A one-glance Summary sheet

Make a Summary sheet with a client list in column A (you can type it, or in Excel 365/2021 use =SORT(UNIQUE(tblInvoices[Client]))). Then:

B2 (Invoiced):     =SUMIFS(tblInvoices[Amount],tblInvoices[Client],A2)
C2 (Received):     =SUMIFS(tblInvoices[Amount paid],tblInvoices[Client],A2)
D2 (Outstanding):  =B2-C2
E2 (Overdue):      =SUMIFS(tblInvoices[Balance],tblInvoices[Client],A2,tblInvoices[Status],"Overdue")

Above the table, add three headline numbers:

Total outstanding:  =SUM(tblInvoices[Balance])
Overdue invoices:   =COUNTIF(tblInvoices[Status],"Overdue")
Paid this month:    =SUMIFS(tblInvoices[Amount paid],tblInvoices[Paid date],">="&EOMONTH(TODAY(),-1)+1,tblInvoices[Paid date],"<="&EOMONTH(TODAY(),0))

UNIQUE and SORT need Excel 365 or Excel 2021. The other formulas work in older desktop versions too.

Step 7: A weekly 10-minute routine

The tracker only helps if it stays current. A simple habit:

1. Every time you send an invoice, add a row to Invoices straight away.
2. Every time money lands, fill in Amount paid and Paid date.
3. Once a week, filter Status to Overdue and send a polite reminder to each client on the list.
4. Once a month, check the Summary sheet for clients who are slow to pay, and consider shorter terms or an advance for their next project.

Common mistakes

• Typing client names by hand. Use the dropdown so the SUMIFS totals match.
• Overwriting formulas. Lock the Balance, Status and Days overdue columns with Review > Protect Sheet, leaving the input columns unlocked.
• Mixing currencies in one total. If you bill in more than one currency, add a converted-amount column or keep a separate summary per currency.
• Deleting paid invoices. Keep them. Your paid history is what tells you which clients are reliable.

Wrapping up

With four sheets (Clients, Projects, Invoices and Summary) you get a freelancer invoice tracker that shows who owes you, how late they are, and what came in this month, without any paid software. Start with the Invoices log alone if that's all you need, and add the rest as your client list grows.

This article was drafted with AI tools. It's general spreadsheet guidance for Excel, not tax or legal advice. If you'd rather start from a ready-made Excel (.xlsx) version with client, project and invoice sheets already set up, there's one here: Freelancer Client & Invoice Tracker. Code LAUNCH30 gives 30% off until 27 Oct. The template was also made with AI tools.

Note: which deductions apply (PF, ESI, professional tax, TDS and so on) depends on your state, headcount and current rules. This article covers spreadsheet layout only. It is not tax, payroll or legal advice; check the rules with an accountant or the official sources.

What a typical salary slip shows

Most slips have the same five blocks:

1. Header: business name, address, "Salary slip for October 2026"
2. Employee details: name, employee ID, designation, department, date of joining, bank account (last 4 digits only), PAN or UAN if you record them
3. Attendance: working days in the month, days paid, leave taken
4. Earnings and deductions: two columns side by side
5. Net pay: in figures and in words, plus a line such as "This is a computer-generated slip"

Step 1: The data the slip reads from

Keep two sheets:

• Employees: A = Emp ID, B = Name, C = Designation, D = Department, E = Date of joining, F = Bank (last 4)
• Register: one row per employee per month. A = Month (first day, e.g. 01-10-2026), B = Emp ID, C = Working days, D = Days paid, E = Basic, F = HRA, G = Other allowances, H = Overtime/bonus, I = Gross, J–L = deductions, M = Total deductions, N = Net pay

The slip never holds numbers of its own. It only looks them up, so a mistake fixed in the register fixes the slip.

Step 2: Lay out the slip

On a Slip sheet, use columns B to E on an A4 portrait page:

• B2:E2 merged: =Settings!B2 (business name), bold, centred
• B3:E3 merged: address
• B4:E4 merged: ="Salary slip for "&TEXT($C$6,"mmmm yyyy")

Two inputs at the top:

• C6: Month (a dropdown of months from the register)
• C7: Emp ID (a dropdown from the Employees list)

Then the employee details in rows 9–12, labels in B and D, values in C and E.

Step 3: Pull employee details

C9:  =IFERROR(INDEX(Employees!$B:$B,MATCH($C$7,Employees!$A:$A,0)),"")
E9:  =IFERROR(INDEX(Employees!$C:$C,MATCH($C$7,Employees!$A:$A,0)),"")
C10: =IFERROR(INDEX(Employees!$D:$D,MATCH($C$7,Employees!$A:$A,0)),"")
E10: =IFERROR(TEXT(INDEX(Employees!$E:$E,MATCH($C$7,Employees!$A:$A,0)),"dd-mm-yyyy"),"")
C11: =IFERROR("XXXX"&INDEX(Employees!$F:$F,MATCH($C$7,Employees!$A:$A,0)),"")

Step 4: Pull the month's figures

Each money field needs a lookup on two conditions: the month and the employee. SUMIFS is the simplest way and works in older Excel too:

=SUMIFS(Register!$E:$E,Register!$A:$A,$C$6,Register!$B:$B,$C$7)

That gives Basic. Change only the first range for each field: $F:$F for HRA, $G:$G for allowances, $H:$H for overtime, $J:$J to $L:$L for deductions, $D:$D for days paid.

Lay earnings in B:C and deductions in D:E on the same rows, so the slip reads across:

Name the deduction rows to match what you actually deduct. Leave out rows that don't apply to you rather than showing zeros.

Step 5: Net pay in figures and words

C21: =C19-E19
B22: ="Net pay: Rupees "&TEXT(C21,"#,##,##0")&" only"

The #,##,##0 format gives Indian lakh-style grouping (1,25,000). Excel has no built-in function for Indian number words, so type the words if you need them in full.

Step 6: Catch blanks before printing

Add a check cell outside the print area:

=IF(COUNTIFS(Register!$A:$A,$C$6,Register!$B:$B,$C$7)=0,"No register row for this month",
 IF(COUNTIFS(Register!$A:$A,$C$6,Register!$B:$B,$C$7)>1,"Duplicate rows: check register","OK"))

Use Conditional Formatting to turn it red when it isn't "OK".

Step 7: Print a slip for each person

1. Select B2:E24, Page Layout > Print Area > Set Print Area.
2. Page Setup > Fit to 1 page, portrait, A4.
3. Pick the month in C6, then change C7 for each employee and File > Export > Create PDF.
4. Name files like Slip_2026-10_E003.pdf.

For a few staff this takes a couple of minutes a month.

Tips

• Protect the slip sheet (Review > Protect Sheet, leaving C6 and C7 unlocked) so formulas don't get typed over.
• Don't store full bank or ID numbers in a file you email around.
• Keep old register rows. They're your history if anyone asks for a past slip. This article was drafted with AI tools. It's general spreadsheet guidance for Excel, not tax, payroll or legal advice. If you'd like the register and printable slip already built as an Excel (.xlsx) file, there's one here: Salary Slip & Payroll Register. Code LAUNCH30 gives 30% off until 27 Oct. The template was also made with AI tools.

Note: what a GST invoice must contain, which rate applies and how place of supply works depend on your business and current rules. This article covers spreadsheet layout and formulas only. It is not tax or legal advice; check the requirements with your CA or the official GST sources.

Step 1: A Settings sheet

Make a sheet called Settings and fill in the details that appear on every invoice:

Every invoice formula points at these cells, so if your address changes you edit one cell.

Step 2: Customers and Items lists

On a Customers sheet: A = customer name, B = GSTIN (blank if unregistered), C = state, D = billing address.

On an Items sheet: A = item or service, B = HSN/SAC code, C = unit price, D = GST rate (for example 18%).

Turn both into Excel Tables (Ctrl+T). Tables grow automatically, so new customers and items show up in your dropdowns without editing ranges.

Keep state names consistent. The tax split compares text, so "Karnataka" and "Karnatka" count as different states. A dropdown from a fixed state list avoids this.

Step 3: The invoice header

On the Invoice sheet, lay out the top block:

• Seller block: =Settings!B2, =Settings!B3, ="GSTIN: "&Settings!B5
• Invoice number (F3): type a running number in F2 (e.g. 41) and use =Settings!B6&TEXT(F2,"0000") to get INV-0041
• Invoice date (F4): type the date; format as dd-mm-yyyy
• Customer (B8): a dropdown via Data > Data Validation > List pointing at the customer name column

Pull the customer's details from the list:

B9:  =IFERROR(INDEX(Customers!$D:$D,MATCH($B$8,Customers!$A:$A,0)),"")
B10: =IFERROR(INDEX(Customers!$B:$B,MATCH($B$8,Customers!$A:$A,0)),"")
B11: =IFERROR(INDEX(Customers!$C:$C,MATCH($B$8,Customers!$A:$A,0)),"")

B9 is the address, B10 the customer GSTIN and B11 the place of supply (state).

Step 4: The line-item table

Start the item rows at row 15 with these columns:

Lookups for code, rate and GST rate:

C15: =IF($B15="","",IFERROR(INDEX(Items!$B:$B,MATCH($B15,Items!$A:$A,0)),""))
E15: =IF($B15="","",IFERROR(INDEX(Items!$C:$C,MATCH($B15,Items!$A:$A,0)),""))
G15: =IF($B15="","",IFERROR(INDEX(Items!$D:$D,MATCH($B15,Items!$A:$A,0)),""))
F15: =IF($B15="","",ROUND(D15*E15,2))

Step 5: Let Excel choose CGST/SGST or IGST

Compare your state with the customer's state. Same state: split the tax in half. Different state: all of it is IGST.

H15: =IF($B15="","",IF($B$11=Settings!$B$4,ROUND(F15*G15/2,2),0))
I15: =IF($B15="","",IF($B$11=Settings!$B$4,ROUND(F15*G15/2,2),0))
J15: =IF($B15="","",IF($B$11<>Settings!$B$4,ROUND(F15*G15,2),0))
K15: =IF($B15="","",F15+H15+I15+J15)

Copy row 15 down for as many lines as you need (say 15 rows). These are plain IF and INDEX/MATCH formulas, so they work in older Excel versions as well as Excel 365.

Step 6: Totals and amount in words

Below the items:

Taxable total: =SUM(F15:F29)
CGST total:    =SUM(H15:H29)
SGST total:    =SUM(I15:I29)
IGST total:    =SUM(J15:J29)
Grand total:   =ROUND(SUM(K15:K29),0)

Excel has no built-in function for amounts in Indian words. Either type the words, or show the figure with lakh-style grouping:

="Rupees "&TEXT(K31,"#,##,##0")&" only"

Add a short tax summary by rate if you use more than one rate, with SUMIF:

=SUMIF($G$15:$G$29,18%,$F$15:$F$29)

Step 7: Keep a register of every invoice

Before you clear the invoice for the next one, copy its key values (number, date, customer, taxable value, CGST, SGST, IGST, total) into an Invoices register sheet, one row per invoice. That register is what you'll use for monthly totals and for chasing payments. A pivot table on it (Rows: month; Values: sums of each tax column) gives a quick monthly summary.

Step 8: Print or save as PDF

Select the invoice area, Page Layout > Print Area > Set Print Area, set Fit to 1 page wide, and use File > Export > Create PDF. Name the file with the invoice number so it's easy to find later.

Common mistakes

1. Hard-coding 18% in formulas. Keep rates in the Items list.
2. Typing customer details by hand each time. That's where GSTIN typos creep in.
3. Overwriting the last invoice without logging it. Always add it to the register first.
4. Rounding only the grand total. Round each tax line too, so totals match line by line.
5. Reusing invoice numbers. A COUNTIF on the register's number column (=COUNTIF(A:A,A2)>1) flags duplicates. This article was drafted with AI tools. It's general spreadsheet guidance for Excel, not tax or legal advice. If you'd rather start from a ready-made Excel (.xlsx) version with an invoice register and receivables tracking, there's one here: GST Invoice & Receivables Tracker. Code LAUNCH30 gives 30% off until 27 Oct. The template was also made with AI tools.

Settings

On a sheet called Settings:

• B1: Start date (e.g. 01-11-2026)
• A4:A10: seven weekly themes, one per weekday (for example: Product spotlight, Behind the scenes, Customer question, Tip, Offer, Story, Weekly recap)

Sheet: Calendar

Headers in row 1: Day, Date, Weekday, Theme, Post idea, Caption no., Caption, Platform, Format, Status, Hashtags.

Day (A2:A31): type 1 in A2, then =A2+1 in A3 and fill down to A31.

Date (B2):

=Settings!$B$1+A2-1

Weekday (C2):

=TEXT(B2,"dddd")

Theme (D2), cycling through your seven themes:

=INDEX(Settings!$A$4:$A$10,MOD(A2-1,7)+1)

Change the start date and every date, weekday and theme moves with it.

A caption bank

On a sheet called Captions, column A = number (1, 2, 3…), column B = theme, column C = caption text with blanks to fill, e.g. "Our [product] is back in stock. Which colour should we restock first?"

On the Calendar, Caption no. (F2) can start as the day number, =A2, and you overwrite it when you want a different one. Then Caption (G2):

=IFERROR(INDEX(Captions!$C:$C,MATCH(F2,Captions!$A:$A,0)),"")

Want the caption to match the day's theme automatically? In Excel 365/2021:

=IFERROR(INDEX(FILTER(Captions!$C$2:$C$500,Captions!$B$2:$B$500=D2),ROUNDUP(A2/7,0)),"")

This picks the 1st caption for that theme in week 1, the 2nd in week 2, and so on.

Dropdowns

• Platform: Instagram, Facebook, WhatsApp Status, YouTube Shorts, Other
• Format: Photo, Carousel, Reel, Story, Text
• Status: Idea, Drafted, Scheduled, Posted, Skipped

Select each column, Data > Data Validation > List, and type the values separated by commas.

Make today stand out

Select A2:K31, Home > Conditional Formatting > New Rule > Use a formula:

=$B2=TODAY()

Pick a light fill. A second rule, =AND($B2<TODAY(),$J2<>"Posted",$J2<>"Skipped"), in light red, shows days you missed.

Track how you're doing

A small summary above or beside the calendar:

Posted:  =COUNTIF(J2:J31,"Posted")
Planned: =COUNTA(B2:B31)
Rate:    =IF(COUNTIF(B2:B31,"<="&TODAY())=0,"",COUNTIF(J2:J31,"Posted")/COUNTIF(B2:B31,"<="&TODAY()))

The rate only counts days that have already arrived, so it doesn't punish you for the future.

If you want to note results, add Reach and Messages columns and fill them a day or two after posting. After a month, sort by Messages to see which themes start conversations.

Batch it

The calendar works best if you spend one hour a week on it: on Sunday, read the next seven rows, take the photos, write the captions, and set Status to Drafted or Scheduled. Then each day is just "post the thing".

Reusing it next month

When the 30 days are up, right-click the Calendar tab, Move or Copy > Create a copy, and rename the copy with the month (for example "Cal 2026-11"). On the new copy, change Settings!B1 to the next start date, clear the Status, Reach and Messages columns, and you're ready. If you keep notes of which caption numbers did well, overwrite the Caption no. column on the new copy to repeat the winners on different days. Old copies stay as a record, so you can see over a few months which themes and formats get replies and which ones you keep skipping.

Writing better fill-in captions

Captions with a question at the end ("Which one would you pick?") tend to start more conversations than plain announcements. Keep each caption short, put the blank where the product name goes, and write two or three versions for each theme so the calendar doesn't repeat itself every week. Twenty captions per theme is plenty to start.

Common mistakes

1. Typing dates by hand. One start date plus formulas means you can reuse the calendar every month.
2. Too many platforms. Start with one or two you actually use.
3. Hashtags pasted the same every day. Keep a few sets per theme in Settings and rotate them.
4. Deleting last month. Copy the sheet first; you can reuse what worked. This article was drafted with AI tools. It's general guidance, not marketing or legal advice. If you'd like a ready-made version, a 30-day Excel (.xlsx) calendar plus a PDF of 150 fill-in captions, there's one here: 30-Day Content Calendar + 150 Captions. It was also made with AI tools.

Sheet 1: Streams

A short list of your income sources:

Name the stream list range: select A2:A50, type StreamList in the Name Box (left of the formula bar). You'll use it for dropdowns.

Sheet 2: Income log

One row per payout or sale:

Dropdown on B: Data > Data Validation > List, source =StreamList.

Formulas:

G2: =IF($A2="","",E2-N(F2))
I2: =IF($A2="","",G2*IF(H2="",1,H2))
J2: =IF($A2="","",TEXT(A2,"yyyy-mm"))

Type the rate yourself (what you actually received), and leave it blank when the currency already matches your base. Don't add USD and GBP amounts directly.

Sheet 3: Expenses (optional but honest)

Same shape: Date, Stream, Description, Amount in base currency, Month. Tools, ads and subscriptions often quietly eat a "passive" stream. Tracking them per stream shows real profit.

Sheet 4: Dashboard

Put the month you want to look at in B1 (e.g. 2026-10). List streams in A4 down. Then:

Income this month: =SUMIFS(Log!$I:$I,Log!$B:$B,$A4,Log!$J:$J,$B$1)
Expenses:          =SUMIFS(Exp!$D:$D,Exp!$B:$B,$A4,Exp!$E:$E,$B$1)
Profit:            =B4-C4
Share of income:   =IF(SUM($B$4:$B$20)=0,"",B4/SUM($B$4:$B$20))

Previous month for comparison, from the month in B1:

=TEXT(EDATE(DATEVALUE($B$1&"-01"),-1),"yyyy-mm")

Put that in B2 and copy the income formula pointing at B2 instead of B1. A change column, =IF(E4=0,"",B4/E4-1), formatted as %, shows growth per stream.

Goal tracking

In a Goals cell (say Dashboard!H1) type your monthly target. Then:

Progress: =IF($H$1=0,"",SUM(B4:B20)/$H$1)

Format as %, and add Conditional Formatting > Data Bars for a quick visual.

A chart that's actually useful

Make a pivot table from the Log: Rows = Month, Columns = Stream, Values = Sum of Net in base. Insert a stacked column chart from it. You'll see at a glance whether growth comes from one stream or several, and which months were carried by a single sale.

Year-to-date view

Monthly numbers bounce around, especially for products where one launch week can be most of the year. Add a year-to-date column to the Dashboard with the year in B3 (e.g. 2026):

=SUMIFS(Log!$I:$I,Log!$B:$B,$A4,Log!$A:$A,">="&DATE($B$3,1,1),Log!$A:$A,"<="&DATE($B$3,12,31))

Sort streams by this column at least once a quarter. It's the fairest way to decide where your next hours should go, and which stream has quietly stopped earning.

Keep payout proof

Add a Reference column to the Log for the payout or transaction ID. When a platform total and your bank don't agree, the reference lets you match them one by one instead of guessing.

Common mistakes

1. Logging gross only. Platform and payment fees can be significant; log them.
2. Mixing currencies. Always convert in a separate column with a rate you entered.
3. Calling it passive when it isn't. Add a "Hours spent" column to the log if you want to see income per hour.
4. Retyping stream names. Dropdowns keep the dashboard sums correct.

A monthly routine

On the 1st: export payouts from each platform, paste them into the Log, check the rates, change B1 to the new month. Fifteen minutes gives you one honest picture of all your income. This article was drafted with AI tools. It's general spreadsheet guidance, not financial, tax or legal advice. If you'd like a ready-made Excel (.xlsx) version with income and expense trackers, goals and a multi-currency dashboard, there's one here: Passive Income Command Center. The workbook was also made with AI tools.

Note: which documents you need depends on the product, the destination, the Incoterm and your buyer's bank. This article covers spreadsheet mechanics only. It is not export, customs, tax or legal advice; confirm requirements with your CHA, freight forwarder, bank or the official sources.

Sheet 1: Shipments

One row per shipment:

Balance (J2):

=IF($A2="","",G2-N(I2))

Payment status (M2):

=IF($A2="","",IF(J2<=0,"Received",IF(AND(K2<>"",TODAY()>K2),"Overdue","Open")))

Keep currency as its own column and never add USD and EUR invoices together. Totals per currency use SUMIFS with a currency condition.

Sheet 2: Document checklist

This is the useful part. Make a long table with one row per shipment × document:

For each new shipment, paste your standard document list (the 10–15 you normally need) and set the ones that don't apply to NA. "NA" matters: it's the difference between "we decided this isn't needed" and "we forgot".

Add Data Validation on column C: Data > Data Validation > List, Pending,Done,NA.

Linking the two sheets

Back on Shipments, column L counts what's still pending:

=IF($A2="","",COUNTIFS(Docs!$A:$A,$A2,Docs!$C:$C,"Pending"))

Then a readable label in a new column N:

=IF($A2="","",IF(COUNTIFS(Docs!$A:$A,$A2)=0,"No checklist",IF(L2=0,"Ready","HOLD: "&L2&" pending")))

The "No checklist" case catches a shipment where you forgot to add document rows at all, which would otherwise show 0 pending and look ready.

Colour column N with conditional formatting: text containing "HOLD" in red, "Ready" in green.

Costs and contribution

Add cost columns to Shipments: freight, insurance, CHA/forwarder charges, bank charges. Then:

Total cost:   =SUM(P2:S2)
Contribution: =IF($A2="","",G2-T2)

Keep costs in the same currency as the invoice, or add an explicit rate column you type yourself. Don't let a formula guess an exchange rate; the rate you actually got from the bank is the one that matters.

A weekly view

On a Start sheet, a few counts tell you where to look:

Shipments on HOLD:  =COUNTIF(Shipments!N:N,"HOLD*")
Overdue payments:   =COUNTIF(Shipments!M:M,"Overdue")
Due in next 7 days: =COUNTIFS(Shipments!K:K,">="&TODAY(),Shipments!K:K,"<="&TODAY()+7,Shipments!J:J,">0")

Reusing your document list

Typing 14 document names for every shipment gets old fast. Keep a DocList sheet with your standard list in column A and, in column B, a short note on when each one applies (for example "only if buyer asks", "only for LC payments"). For a new shipment, copy A2:A15, paste it into the Docs sheet, and fill the Shipment ID beside each row by typing it once and double-clicking the fill handle.

If you ship to two very different markets, keep two lists side by side (say "Standard" and "LC shipments") and copy the one that fits. Over time the notes column becomes your own record of what each buyer and bank actually asked for, which is worth more than any generic list.

Protect the formulas

Select the formula columns (balance, status, pending count, contribution), shade them light grey, then Format Cells > Protection and keep them locked while unlocking the input columns. Review > Protect Sheet with no password stops accidental overwrites without getting in your way.

Common mistakes

1. Invoice and packing list disagree on quantity or weight. Add a check column comparing them if you type both.
2. Ticking "Done" with no file. Use the Note column to record where the document is saved.
3. One sheet per shipment. It looks tidy but you can't count across shipments. Use one long checklist table.
4. Deleting old shipments. Filter them; next year's buyer often wants the same documents as last year's. This article was drafted with AI tools. It's general spreadsheet guidance, not export, customs, tax or legal advice. If you'd rather start from a ready-made Excel (.xlsx) workbook with a shipment log, a 14-document checklist, contribution after costs and a pre-ship HOLD check, there's one here: India Ship Desk. The workbook was also made with AI tools.

Make it a real Excel Table

Type these headers in row 1, select them plus a few blank rows, and press Ctrl+T (tick "My table has headers"). Name the table Orders in Table Design > Table Name.

Tables are worth it because formulas fill down automatically when you add a row, and references read like words.

The formulas

Amount:

=[@Qty]*[@Rate]

Balance:

=[@Amount]-N([@Paid])

Status:

=IF([@Amount]=0,"",IF([@Balance]<=0,"Paid",IF(N([@Paid])>0,"Part-paid","Unpaid")))

Days since order (useful for chasing):

=IF([@Balance]>0,TODAY()-[@[Order date]],"")

Dropdowns

Select the Pay mode column, Data > Data Validation > List, and type Cash,UPI,Bank,Card. Do the same for Delivery. Consistent values are what make the summaries below work.

Colour what needs attention

Select the Status column, Home > Conditional Formatting > Highlight Cells Rules > Equal To: "Unpaid" red, "Part-paid" amber. Add a rule on Delivery = "Pending" if shipping is your bottleneck.

Customer balances in one view

On a new sheet, list customers in column A (in Excel 365/2021, =UNIQUE(Orders[Customer]) does it for you). Then:

Owed:   =SUMIFS(Orders[Balance],Orders[Customer],A2)
Orders: =COUNTIFS(Orders[Customer],A2)
Oldest unpaid (days): =MAXIFS(Orders[Days since order],Orders[Customer],A2)

MAXIFS needs Excel 2019 or later. Sort by "Owed", largest first, and you have your follow-up list.

Monthly sales and collections

Add a helper column Month in the table:

=TEXT([@[Order date]],"yyyy-mm")

Then a quick summary:

Sales:     =SUMIFS(Orders[Amount],Orders[Month],"2026-10")
Collected: =SUMIFS(Orders[Paid],Orders[Month],"2026-10")

Or insert a pivot table: Rows = Month, Values = Sum of Amount, Sum of Paid, Sum of Balance.

Part payments

If a customer pays in instalments, there are two ways:

1. Simple: just update the Paid cell (e.g. 500 becomes 1200). Fine for a few orders.
2. Proper: a second table, Payments (Date, Order no., Amount, Mode). Then the Paid column becomes:

=SUMIFS(Payments[Amount],Payments[Order no.],[@[Order no.]])

This keeps a dated record of every payment, which helps when a customer says "I already paid".

Find an order fast

Above the table, add a search cell (say B1) and a result line. For an order number:

=IFERROR(INDEX(Orders[Balance],MATCH($B$1,Orders[Order no.],0)),"Not found")

When a customer messages "what do I owe?", type their order number in B1 and answer in seconds. For a name search, use the table's own filter: click the Customer header arrow and type part of the name in the search box.

Keep a backup

A single file is a single point of failure. Once a week, File > Save As a dated copy (for example "Orders 2026-10-25.xlsx") to a second location such as a cloud drive or a pen drive. It takes ten seconds and saves you from a corrupted file or a lost phone.

Common mistakes

1. Typing customer names differently. "Priya", "Priya S" and "priya" become three customers. Keep a customer list and use a dropdown.
2. Merging cells for neat headings above the table. It breaks sorting and filters; keep headings outside the table.
3. Deleting paid orders. Filter them out instead; history is useful.
4. One sheet per month. One table with a Month column is far easier to summarise.

A two-minute daily habit

At the end of the day: add today's orders, update Paid from your UPI/bank app, then filter Status to "Unpaid". That's your follow-up list for tomorrow. This article was drafted with AI tools. It's general spreadsheet guidance, not accounting, tax or legal advice. If you'd rather not build it yourself, a free Excel (.xlsx) version of this tracker is here: Free Order & Payment Tracker. It was also made with AI tools.

Note: deductions such as PF, ESI, professional tax or TDS depend on your state, your headcount and current rules. This article shows the spreadsheet mechanics only. It is not tax, payroll or legal advice; check the rates with an accountant or the official sources.

Sheet 1: Employees

Keep only what you need. Storing full bank and ID numbers in a spreadsheet you email around is a risk.

Sheet 2: Register (one row per employee per month)

Name (C2), looked up so you don't retype it:

=IF($B2="","",IFERROR(INDEX(Employees!$B:$B,MATCH($B2,Employees!$A:$A,0)),"Check ID"))

Pro-rated basic (F2), for someone who joined mid-month or took unpaid leave:

=IF($B2="","",ROUND(INDEX(Employees!$D:$D,MATCH($B2,Employees!$A:$A,0))*E2/D2,0))

Copy the same pattern for HRA (column E of Employees) and allowances (column F).

Working days (D2): if you pay on calendar days,

=DAY(EOMONTH(A2,0))

If you pay on working days with Sunday off, use =NETWORKDAYS.INTL(A2,EOMONTH(A2,0),11). The 11 means only Sunday is a weekend.

Gross, deductions, net:

I2: =IF($B2="","",F2+G2+H2)
M2: =IF($B2="","",N(J2)+N(K2)+N(L2))
N2: =IF($B2="","",I2-M2)

Leave J and K as typed values, or as a formula once you've confirmed the rule that applies to you. Putting a rate in a separate Settings cell (e.g. Settings!B2) is better than burying it inside formulas, because when it changes you update one cell.

Sheet 3: the Slip

Lay out a printable A4 slip with labels on the left. Put two input cells at the top:

• C3: Month (pick from a dropdown of register months)
• C4: Emp ID

Every other value uses one lookup on two conditions. For example Gross:

=IFERROR(INDEX(Register!$I:$I,MATCH(1,(Register!$A:$A=$C$3)*(Register!$B:$B=$C$4),0)),"")

In Excel 365 or 2021 this works as typed. In older Excel, confirm it with Ctrl+Shift+Enter. Repeat for each field, changing only the first range.

For a simpler option, use SUMIFS for number fields:

=SUMIFS(Register!$N:$N,Register!$A:$A,$C$3,Register!$B:$B,$C$4)

Net pay in words

Excel has no built-in "number to words" for Indian formats. Either type it, or keep a short line like "Net pay: ₹ 18,450 only" using:

="Net pay: ₹ "&TEXT(C20,"#,##,##0")&" only"

The #,##,##0 format gives lakh-style grouping.

Printing

Select the slip area, Page Layout > Print Area > Set Print Area, then Fit to 1 page. Change C4, print or File > Export > PDF, repeat. For ten staff that's a couple of minutes.

Monthly summary

A pivot table on the Register (Rows: Month; Values: Sum of Gross, Sum of Total deductions, Sum of Net pay) gives you the monthly payroll cost for your books.

Overtime and one-off payments

Bonuses, overtime and reimbursements don't belong in the Employees sheet because they change each month. Add columns to the Register instead, for example Overtime hours, Overtime rate and Other earnings, and include them in Gross:

I2: =IF($B2="","",F2+G2+H2+N(O2)*N(P2)+N(Q2))

Label them clearly on the slip so the employee can see where the extra amount came from.

Common mistakes

1. Overwriting last month's rows. Add new rows each month; the register is your history.
2. Days paid more than working days. Add Data Validation on E: whole number between 0 and =D2.
3. Rates hard-coded in formulas. Keep them in a Settings sheet.
4. Duplicate rows for the same person and month. A COUNTIFS check column, =COUNTIFS(A:A,A2,B:B,B2)>1, catches them. This article was drafted with AI tools. It's general spreadsheet guidance, not tax, payroll or legal advice. If you'd like the register and printable slip already built as an Excel (.xlsx) file, there's one here: Salary Slip & Payroll Register. Code LAUNCH30 gives 30% off until 27 Oct. The template was also made with AI tools.

Two tables, not one

Keep a Products table (one row per item) and a Movements table (one row per stock-in or stock-out). Never overwrite a "current stock" number by hand; let Excel work it out from movements. That way every change has a date and a reason.

Movements sheet (Mov), from row 2:

Put a dropdown on column C: Data > Data Validation > List, source In,Out. Typos like "out " or "IN" are the most common reason stock totals drift.

Products sheet (Items), from row 2:

Current stock

In G2:

=IF($A2="","",C2+SUMIFS(Mov!$D:$D,Mov!$B:$B,$A2,Mov!$C:$C,"In")-SUMIFS(Mov!$D:$D,Mov!$B:$B,$A2,Mov!$C:$C,"Out"))

Opening stock plus everything in, minus everything out. Fill it down a few hundred rows; the IF($A2="","",…) wrapper keeps empty rows blank.

Average daily sales

You can type this by hand, but it's better to work it out from the last 30 days of "Out" movements. In D2:

=IF($A2="","",SUMIFS(Mov!$D:$D,Mov!$B:$B,$A2,Mov!$C:$C,"Out",Mov!$A:$A,">="&TODAY()-30)/30)

For seasonal items, change 30 to 14 so the number reacts faster.

The reorder level

The classic formula is:

Reorder level = average daily sales × lead time + safety stock

In H2:

=IF($A2="","",ROUNDUP(D2*E2+F2,0))

If you sell 4 units a day and the supplier takes 5 days, you'll sell about 20 units while waiting. Safety stock (say 8) covers a slow delivery or a busy week. So you reorder when stock falls to 28.

How to pick safety stock without statistics: start with two or three days of sales. If you still run out, raise it. If stock piles up, lower it.

The status flag

In I2:

=IF($A2="","",IF(G2<=0,"OUT",IF(G2<=H2,"Reorder","OK")))

Then colour it: select I2:I500, Home > Conditional Formatting > Highlight Cells Rules > Text that Contains, "OUT" in red, "Reorder" in amber.

Suggested order quantity

A simple rule: order enough to get back to a target, for example 15 days of sales plus safety stock. In J2:

=IF(OR($A2="",I2="OK"),"",MAX(0,ROUNDUP(D2*15+F2-G2,0)))

If your supplier sells in packs of 12, wrap it: =CEILING(…,12).

A one-glance reorder list

On a new sheet, if you have Excel 365 or 2021:

=FILTER(Items!A2:J500,Items!I2:I500<>"OK","Nothing to order")

In older Excel, use Data > Filter on the Items table and untick "OK" in the Status column. Either way you get a shopping list you can send to the supplier.

Stock value

Add a Cost price column to Items (K) and a stock value column:

=IF($A2="","",G2*K2)

=SUM(L2:L500) at the top tells you how much money is sitting on your shelves. Sorting by it often shows that a few slow items tie up more cash than the fast sellers.

Common mistakes

1. Editing current stock by hand. Add an adjustment movement instead ("Out", note "damaged" or "count correction").
2. Item codes typed differently in the two sheets. Use a dropdown on Mov!B pointing at the Items code list.
3. Lead time in weeks, sales per day. Keep both in days.
4. Forgetting returns. A customer return is an "In" with a note.

A weekly routine

Once a week: do a quick physical count of your top 10 items, post any differences as adjustments, then open the reorder list. Ten minutes, and you stop finding out about stock-outs from customers. This article was drafted with AI tools. It's general spreadsheet guidance, not accounting, tax or legal advice. If you'd rather start from a ready-made Excel (.xlsx) version with item, movement and reorder sheets already set up, there's one here: Shop Stock & Reorder Tracker. Code LAUNCH30 gives 30% off until 27 Oct. The template was also made with AI tools.

The 10 prompts

1. Polite payment reminder

Write a polite reminder to [client name] that invoice [number] for [amount] [currency] was due on [date]. Include payment details: [details]. Keep it under 100 words.

2. Firm second reminder

Write a firm but professional reminder for invoice [number], now [days] days overdue. Mention [late fee policy, if any] and ask the client to confirm a payment date.

3. Delay apology

Write an apology to [customer name] whose order [number] is delayed by [days] because [reason]. Give the new date [date] and offer [solution].

4. Complaint reply

Reply to this complaint: [paste it]. Acknowledge the problem, apologise for [specific issue], and explain what we'll do: [action] by [date]. Don't argue.

5. Refund confirmation

Write an email confirming a refund of [amount] [currency] for order [number], processed on [date], arriving in [time] via [method].

6. Quote follow-up

Write a short follow-up to [client] about the quote for [service] sent on [date]. Ask if they have questions and mention [availability or deadline].

7. Scope change

Write an email telling [client] that [request] is outside the agreed scope. It would cost [amount] [currency] or take [time]. Offer two options.

8. Out of stock

Tell [customer] that [product] is out of stock until [date]. Offer three choices: wait, switch to [alternative], or get a refund.

9. Saying no politely

Write a polite email declining [request] from [customer] because [reason]. Suggest [alternative].

10. Feedback request

Ask [customer] for feedback on [product/service] with three short questions: [q1], [q2], [q3]. Under 80 words.

How to adapt them

Put the facts in the brackets, not in your head. The AI tool only knows what you type. Amounts, dates and policies have to go in the prompt. Otherwise it will invent plausible-sounding ones, and you'll be the one sending them.

Add a tone line. Add something like "Tone: warm, short, no exclamation marks" or "Tone: formal, British English". You can also paste two emails you've written before and add "match this voice".

Set a length. "Under 100 words" gives you an email people actually read. Without a limit, drafts tend to run long.

Ask for options, then choose. End the prompt with "Give me 3 versions: very short, standard, very polite." It's faster to pick one than to ask for rewrites.

Keep the facts the same in every follow-up. If a reminder goes out three times, the amount, invoice number and due date should never change. Keep them in one place, like your invoice sheet, and paste them in each time.

Read it before you send it. Check every number and date against your records. Remove any promise you can't keep, like a refund window or a delivery date. You're responsible for what goes out, not the tool.

Make your own

Every one of these prompts has the same shape:

[Action] + [who it's for] + [the facts in brackets] + [what to include] + [limit or tone]

Whenever you write the same kind of email for the third time, turn it into a prompt like this. Over a month you'll build a small library that covers most of your inbox.

I drafted this article with AI tools and edited it before publishing. The prompts are a fill-in-the-blank format, so results depend on the details you add and the tool you use. If you want more, I've collected 124 prompts like these, for marketing, customer emails, operations and pricing, in a Small Business AI Prompt Pack. It comes as a PDF plus a searchable Excel (.xlsx) index and was made with AI tools.

The invoice table

One row per invoice, starting in row 2:

Due date (L2): invoice date plus payment terms. With terms in K2:

=IF($B2="","",B2+K2)

Balance (O2):

=IF($B2="","",J2-N(M2))

N() turns an empty "received" cell into 0, so new invoices don't break.

Days overdue (Q2):

=IF($B2="","",IF(AND(O2>0,TODAY()>L2),TODAY()-L2,0))

Paid invoices and invoices that aren't due yet both get 0. Only unpaid, past-due invoices count up.

Status (P2), which is handy for filtering:

=IF($B2="","",IF(O2<=0,"Paid",IF(TODAY()>L2,"Overdue",IF(N(M2)>0,"Part-paid","Open"))))

Why every formula starts with IF($B2="","",…)

You'll fill the formulas down a few hundred rows in advance. Without the check, empty rows would show 0 or errors. With it, a row stays blank until you type a date.

The aging summary

On a second sheet, list each client in column A. For each bucket, add up the balance where the client matches and days overdue falls in the range:

0–30:  =SUMIFS(Inv!$O:$O,Inv!$C:$C,$A2,Inv!$Q:$Q,">=0",Inv!$Q:$Q,"<=30")
31–60: =SUMIFS(Inv!$O:$O,Inv!$C:$C,$A2,Inv!$Q:$Q,">=31",Inv!$Q:$Q,"<=60")
61–90: =SUMIFS(Inv!$O:$O,Inv!$C:$C,$A2,Inv!$Q:$Q,">=61",Inv!$Q:$Q,"<=90")
90+:   =SUMIFS(Inv!$O:$O,Inv!$C:$C,$A2,Inv!$Q:$Q,">=91")

The 0–30 bucket also includes invoices that aren't due yet, because their days overdue is 0. If you'd rather keep "not yet due" separate, add a column with Inv!$Q:$Q,0 and Inv!$P:$P,"Open" as the criteria, and start the first overdue bucket at 1.

Quick check: the four buckets should add up to the client's total balance. Put =SUM(B2:E2) next to =SUMIFS(Inv!$O:$O,Inv!$C:$C,$A2). If the two numbers differ, a row has a negative balance (an overpayment) or a typo in a client name.

If you bill in more than one currency

Don't add USD and EUR together. Add a currency column to the invoice table and one more SUMIFS condition, Inv!$F:$F,"USD". That gives you one aging table per currency. Converting currencies is a separate decision, made at your own rate on your own date.

Common mistakes

1. Client names typed differently, like "Acme Ltd" and "ACME Ltd.". Use a dropdown from a client list.
2. Hard-coding today's date. TODAY() keeps the aging current every time you open the file.
3. Overwriting the formula columns. Shade them grey so you know not to type in them.

What to do with it

Sort clients by the 61–90 and 90+ columns. Those are this week's follow-up emails. The polite first reminder goes out at around 7 days overdue, and a firmer one at 30.

I drafted this article with AI tools and edited it before publishing. It's general spreadsheet guidance, not accounting or legal advice. If you'd rather start from a ready-made version, with client and project sheets, a time log, monthly income and a printable invoice, I've put one together as an Excel (.xlsx) file: Freelancer Client & Invoice Tracker. It was made with AI tools.

This is about spreadsheet logic, not tax advice. GST rates, place-of-supply rules and what an invoice must show depend on your situation, so check them with your CA.

1. Store your state once

Make a Settings sheet and type your state in one cell, say Settings!B4 = Maharashtra. Every invoice formula points at this cell, so you never type it twice.

2. Give every customer a state

On a Customers sheet, use columns A = name, B = GSTIN, C = state. Use a data-validation dropdown for state, or keep a fixed list. The split works by comparing text, so Maharashtra and Maharastra count as different states.

3. The invoice log

On an Invoices sheet, one row per invoice: B = date, C = customer, E = taxable value, F = GST rate. Put the rates (0%, 5%, 12%, 18%, 28%) in a list you can edit and use it as a dropdown, so you can change them later without touching any formulas.

Look up the customer's state (G2):

=IF($B2="","",IFERROR(INDEX(Customers!$C$2:$C$101,MATCH($C2,Customers!$A$2:$A$101,0)),"?"))

? shows up if the customer isn't in the list, so the mistake is easy to spot.

Decide the supply type (H2):

=IF($B2="","",IF(G2=Settings!$B$4,"Intra-state","Inter-state"))

Split the tax (I2 = CGST, J2 = SGST, K2 = IGST):

I2: =IF($B2="","",IF(H2="Intra-state",ROUND(E2*F2/2,2),0))
J2: =IF($B2="","",I2)
K2: =IF($B2="","",IF(H2="Inter-state",ROUND(E2*F2,2),0))

Total (L2): =IF($B2="","",E2+I2+J2+K2)

Quick check: ₹20,000 at 18% within your state comes to CGST ₹1,800 + SGST ₹1,800, a total of ₹23,600. The same sale to another state gives IGST ₹3,600, the same ₹23,600 total. If those two totals ever differ, a formula is wrong.

Rounding each half separately can, for some amounts, make CGST + SGST differ from IGST by a paisa. Decide with your CA how you want to round.

4. Why every formula starts with IF($B2="","",…)

Fill the formulas down 500 rows ahead of time. If they aren't wrapped, empty rows show 0, ? or errors, and your totals and charts get messy. Using the date cell as the "is this row in use?" check keeps unused rows truly blank.

5. Bonus: the invoice log becomes a receivables tracker

Add columns for due date (date + credit days), amount received and:

Balance:      =IF($B2="","",L2-N(O2))
Days overdue: =IF($B2="","",IF(AND(P2>0,TODAY()>N2),TODAY()-N2,0))

Then a per-customer summary with SUMIFS on balance and days overdue gives you 0–30 / 31–60 / 61–90 / 90+ buckets. That's your follow-up list for the week.

6. A print sheet from the same data

Put an invoice number in one cell. Every field on a printable layout then becomes INDEX(Invoices!col, MATCH(number, Invoices!A:A, 0)). You keep one source of data and print any invoice from it.

Common mistakes

• Typing the state differently in different places. Use dropdowns.
• Hard-coding 18% inside formulas. Keep rates in cells.
• Mixing taxable value and total in the same column.

I made this setup, and drafted this article, with AI tools, then reviewed it before publishing. It's Excel only and isn't tax or legal advice. If you'd rather not build it yourself, I've put this GST invoice sheet, plus a payroll register and a shop stock tracker, into an Excel Business Templates Bundle. Code LAUNCH30 takes 30% off until 27 Oct.

An order list tells you what happened. A customer summary tells you who to call: the regular who hasn't ordered in two months, the one-time buyer worth a follow-up, and the three customers who make up most of your sales.

Here's a one-row-per-customer table built with plain formulas and no pivot table. MINIFS and MAXIFS need Excel 2019, Microsoft 365 or Google Sheets. Everything else works in any version.

1. The order list and the customer list

Orders from row 5: A Date, B Customer, C Amount. Put an As of date in B2 (=TODAY() works).

Then list each customer once in E5:E14, spelled exactly as in column B. To build that list quickly, copy column B and remove duplicates:

• Excel: Data → Remove Duplicates
• Google Sheets: Data → Data cleanup → Remove duplicates

2. One row per customer

Format H and I as dates. The IF(G5=0,"",…) guard matters: without it, a customer with no orders shows a last-order date of 0 (shown as 1900 or 1899), and "days since" becomes a 46,000-day nonsense number.

3. Label each customer (K5)

=IF(G5=0,"No orders",IF(G5=1,"One-time",IF(J5>60,"Repeat, gone quiet","Repeat")))

Change 60 to whatever "quiet" means for your business. A café's regular is quiet after two weeks; a wholesale buyer might order once a quarter.

4. Rank and share

Rank by total (L5):

=IF(G5=0,"",RANK(F5,$F$5:$F$14))

Share of all sales (M5, format as %):

=IF($F$17=0,"",F5/$F$17)

F17 is the total of all orders (next section), not just the customers on your list. That way a missing customer makes the shares add up to less than 100% instead of quietly inflating everyone else's.

5. Summary and the check

The * in "Repeat*" counts both "Repeat" and "Repeat, gone quiet".

F18 is the important one. A new customer who isn't on your list yet, or a name typed slightly differently, is simply missing from every per-customer number. In my sample, one order from a customer I hadn't added made the check say CHECK and F18 say 1. Add the name to the list and it goes back to OK.

6. What the sample showed

Twelve made-up orders, seven customers on the list (one with no orders yet), as of 20 Oct 2026:

Repeat rate: 4 of 6 customers with orders. The list total was 8,300 against 9,000 for all orders: the missing 700 was the unlisted customer, so the check said CHECK.

The useful line is Hari Mills: a repeat buyer, quiet for six months. That's the call to make this week.

7. Test it before you trust it

Add rows you know the answer to, then confirm:

• a customer on the list with no orders (should be "No orders", with no 1900 dates)
• a repeat buyer whose last order is older than your "quiet" limit
• one order from a name that isn't on the list (should trip the check)

Then delete them.

Prefer a ready-made file? There's a free Order & Payment Tracker (.xlsx workbook, no macros). You log each order once, and it works out what's still owed and whether it's overdue, by customer and in a one-page summary: https://ashishsrivastavajay.gumroad.com/l/free-order-payment-tracker

About me, and a disclosure: I'm Ashish, based in Kolkata, with 18+ years of work experience, and I write these tutorials and build my workbooks with AI assistance under my direction. The free tracker is mine.

You paste a statement or a payment-platform export into your sheet, and the SUM at the bottom is wrong. Or worse, it looks right. Usually some "numbers" aren't numbers at all: 1,250.00 arrived as text, a ₹ came along for the ride, there's an invisible non-breaking space, or a refund is written (300). SUM skips text silently.

Here's a cleaning column, a signed-amount column, a flag column and one reconciliation check. It needs no macros and no Power Query.

1. Layout

Paste the export as it comes, starting at row 5:

Type the statement total from the bank or platform into B2.

2. Strip the junk (D5)

=IF(B5="","",SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(B5,UNICHAR(160),"")," ",""),",",""),"₹",""),"$",""))

From the inside out, this removes:

• non-breaking spaces (UNICHAR(160)), which TRIM does not remove and which are common in web and PDF exports
• ordinary spaces, so 1 100 becomes 1100
• thousands commas
• the ₹ and $ symbols

Add another SUBSTITUTE(…,"€","") layer if you need it. UNICHAR needs Excel 2013 or later; Google Sheets has it too.

This assumes the export uses a dot for decimals. If yours writes 1.250,00, swap the roles of the comma and dot first.

3. Turn it into a number (E5)

=IF(D5="","",IFERROR(IF(LEFT(D5,1)="(",-VALUE(MID(D5,2,LEN(D5)-2)),VALUE(D5)),"Fix"))

• (300) is accounting notation for minus 300, so a leading bracket becomes a negative number.
• Anything VALUE still can't read shows the word Fix. It doesn't become a quiet zero. In my sample, 12O (a letter O typed instead of a zero) landed here.

Using IFERROR here is fine because it returns a visible label that's counted below. Hiding errors as 0 is the habit to avoid.

4. Apply Dr / Cr (F5)

=IF(OR(E5="",E5="Fix"),"",IF(UPPER(TRIM(C5))="DR",-ABS(E5),E5))

Debits become negative, credits stay as they are. UPPER and TRIM mean cr, Cr and CR all count as the same thing. If your export has no Dr/Cr column, use =E5 here instead.

5. Flag what needs a human (G5)

=IF(B5="","",IF(E5="Fix","Fix amount",IF(OR(UPPER(TRIM(C5))="DR",UPPER(TRIM(C5))="CR"),"","Check Dr/Cr")))

(If you don't have a Dr/Cr column, keep only the "Fix amount" part.)

6. Reconcile against the statement

The check only says OK when every row is readable and your total matches the bank's to the paisa or cent. In my ten sample rows:

• 1 row needed fixing (the 12O)
• the cleaned total was 5,370.50 against a typed statement total of 3,420.50, so the check said CHECK

That's what it should do. Both numbers in the sample are made up; the point is that a mismatch can't hide.

7. Test it before you trust it

Plant one of each, and confirm what you see:

Then delete the planted rows. Next time, paste the new export into column B and the columns to the right do the rest.

Prefer a ready-made file? There's a free Order & Payment Tracker (.xlsx workbook, no macros). You log each order once, and it works out what's still owed and whether it's overdue, by customer and in a one-page summary: https://ashishsrivastavajay.gumroad.com/l/free-order-payment-tracker

About me, and a disclosure: I'm Ashish, based in Kolkata, with 18+ years of work experience, and I write these tutorials and build my workbooks with AI assistance under my direction. The free tracker is mine.

Pivot tables are great until you need the summary to sit in a fixed layout, update the moment a row is added, or be readable by someone who's never clicked "Refresh". A small SUMIFS table does the same job in plain formulas you can audit cell by cell.

Everything here uses standard functions available in both Excel and Google Sheets (SUMIFS, COUNTIFS, EDATE, SUM, SUMPRODUCT, ISNUMBER), with no macros.

1. The order list

One row per order, from row 5, columns A–D: Date, Product, Amount, Status (Completed or Refunded). Use a dropdown for Status so it's always spelled the same way.

2. The month column

In G5, type the first day of your first month, e.g. 1 Jan 2026. Below it (G6, fill down for as many months as you need):

=EDATE(G5,1)

EDATE adds whole months, so you always land on the 1st, even after February. Format the column as mmm yyyy so it reads "Jan 2026" while staying a real date underneath.

3. Sales and orders per month

Sales (H5, fill down):

=SUMIFS($C$5:$C$204,$A$5:$A$204,">="&G5,$A$5:$A$204,"<"&EDATE(G5,1),$D$5:$D$204,"Completed")

Orders (I5):

=COUNTIFS($A$5:$A$204,">="&G5,$A$5:$A$204,"<"&EDATE(G5,1),$D$5:$D$204,"Completed")

The window is "on or after the 1st, and before the 1st of next month". That's why 31 January counts in January and 1 February counts in February. It also stays right if your dates ever carry a time of day, which a <= end-of-month test would get wrong.

4. Average order, refunds, running total, change

5. The check cells (the part pivot tables don't give you)

All completed sales in the list (H12):

=SUMIFS($C$5:$C$204,$D$5:$D$204,"Completed")

Check (H13):

=IF(ROUND(SUM(H5:H10)-H12,2)=0,"OK","CHECK")

If the months don't add up to the whole list, some sales fell outside every month. There are two usual reasons, so count both:

Dates typed as text (H14). These look like dates but no date test can match them:

=SUMPRODUCT(($A$5:$A$204<>"")*NOT(ISNUMBER($A$5:$A$204)))

Dates outside your months (H15):

=COUNTIFS($A$5:$A$204,"<"&G5)+COUNTIFS($A$5:$A$204,">="&EDATE(G10,1))

In my sample list I planted one of each: a date pasted as the text 2026-03-15, and an order dated 1 July in a January–June summary. The check showed CHECK, and each counter showed 1. Retype the text date as a real date and extend the months, and it goes back to OK.

6. What the sample came out as

Fourteen made-up orders, Jan–Jun 2026:

March shows only 2 orders because the text-date order on 15 March was skipped, which is exactly what the check cell is there to catch. These are demo numbers, not anyone's real sales.

7. Test it before you trust it

Add rows you know the answer for, and confirm each lands where it should:

• the last day of a month and the first day of the next
• a refunded order (goes to Refunds, not Sales)
• a month with no orders (shows 0 and a blank average, not an error)
• one date typed as text, which should trip the check

Then delete them and use it with real data.

Prefer a ready-made file? There's a free Order & Payment Tracker (.xlsx workbook, no macros). You log each order once, and it works out what's still owed and whether it's overdue, by customer and in a one-page summary: https://ashishsrivastavajay.gumroad.com/l/free-order-payment-tracker

About me, and a disclosure: I'm Ashish, based in Kolkata, with 18+ years of work experience, and I write these tutorials and build my workbooks with AI assistance under my direction. The free tracker is mine.

Most wrong spreadsheet totals aren't formula bugs. They're data bugs: the same order typed twice, "Asha Traders" in one row and "Asha Trader" in the next, or a stray space at the end of a name. Your per-customer totals then quietly split in two, and nothing turns red.

Here are three checks you can add to any order list. They use only standard functions that exist in both Excel and Google Sheets (TRIM, COUNTIF, SUMPRODUCT, IF), with no macros.

1. The order list

One row per order, starting at row 5:

Put your list of real customer names in K5:K20, spelled once, correctly.

2. Clean the name: TRIM

=IF(A5="","",TRIM(C5))

TRIM removes spaces at the start and end and squeezes double spaces in the middle down to one. So " Chandra Stores " becomes "Chandra Stores" and "Bose & Co" becomes "Bose & Co". Point every total or lookup at column E, never at the raw column C.

3. Same order ID twice

=IF(A5="","",IF(COUNTIF($A$5:A5,A5)>1,"Repeat ID",""))

The trick is the range $A$5:A5: the start is locked and the end grows as you fill down. Each row counts only the rows above and including itself, so the first ORD-202 stays clean and only the second one is flagged. You know which row to look at, instead of both rows lighting up.

4. Same order typed twice under different IDs

Sometimes the ID is different but it's clearly the same order: same customer, same day, same amount. Build a key (G5):

=IF(A5="","",E5&"|"&B5&"|"&D5)

The date joins as its underlying number (e.g. 46266), which is fine for matching. Then flag the repeat (H5):

=IF(A5="","",IF(SUMPRODUCT(--($G$5:G5=G5))>1,"Possible duplicate",""))

Why SUMPRODUCT instead of COUNTIF here? COUNTIF treats * and ? in the text as wildcards, and long text can trip it up. A plain = comparison avoids both. It's also case-insensitive, so asha traders and Asha Traders with the same date and amount get flagged.

It says possible on purpose. Two genuine orders can match, so treat the flag as "look at this", not "delete this". Same customer and same day but a different amount is not flagged.

5. Names that aren't on your list

=IF(A5="","",IF(COUNTIF($K$5:$K$20,E5)=0,"Not in list",""))

This catches "Asha Trader" (missing s) before it becomes a separate customer in your totals.

Better still, stop typos at the door with a dropdown on column C:

• Excel: select the column → Data → Data Validation → Allow: List → Source =$K$5:$K$20.
• Google Sheets: select the column → Data → Data validation → Add rule → Dropdown (from a range) → K5:K20.

Keep the "Not in list" check anyway. It catches anything pasted in, and rows typed before the dropdown existed.

6. A small summary and one check cell

(N5, N6 and N7 are the first three cells.) The two totals side by side show how much money is sitting in suspicious rows.

On my ten sample orders, each check caught exactly the row it should:

• Repeat IDs: 1
• Possible duplicates: 1
• Names not in list: 1
• Total of all rows: 6,950; with the flagged rows left out: 5,450
• The check cell showed CHECK

Your numbers will differ. What matters is that each planted problem gets caught and nothing else does.

7. Test it with planted mistakes

Before trusting it, add rows you know are wrong and confirm each gets flagged:

Then delete the planted rows and fill the formulas down 100 rows in advance.

Prefer a ready-made file? There's a free Order & Payment Tracker (.xlsx workbook, no macros). You log each order once, and it works out what's still owed and whether it's overdue, by customer and in a one-page summary: https://ashishsrivastavajay.gumroad.com/l/free-order-payment-tracker

About me, and a disclosure: I'm Ashish, based in Kolkata, with 18+ years of work experience, and I write these tutorials and build my workbooks with AI assistance under my direction. The free tracker is mine.

"Who owes me money?" is the easy question. The useful one is "how late is it?" An invoice that's 5 days late needs a friendly reminder. One that's 75 days late needs a phone call today. Grouping unpaid invoices by how overdue they are (accountants call this an aging report) tells you where to spend your Monday morning.

Here's how to build one with four columns of formulas, a five-row summary and one check cell. It uses only standard functions (IF, OR, MAX, SUMIFS, COUNTIFS, SUMIF, COUNTIF, ROUND), with no macros and no newer dynamic-array functions.

1. The invoice list

One row per invoice, starting at row 5. Put an As of date in B2: either type a date, or use =TODAY() if you always want "now".

Type in A–F. G, H and I are formulas you fill down.

2. Balance

=IF(A5="","",E5-F5)

The IF(A5="","",…) wrapper keeps empty rows empty, so you can fill the formulas down 100 rows in advance.

3. Days overdue

=IF(A5="","",IF(OR(G5<=0,D5=""),"",MAX(0,$B$2-D5)))

• A paid invoice (balance 0 or less) gets no number at all.

• A missing due date also gets no number. Without that guard, the as-of date minus an empty cell is a huge number, and the invoice would land in "90+".

• MAX(0, …) turns "due in 5 days" into 0 instead of −5.

4. The group

=IF(A5="","",IF(G5<=0,"Paid",IF(D5="","Add due date",IF(H5=0,"Not due",IF(H5<=30,"1-30",IF(H5<=60,"31-60",IF(H5<=90,"61-90","90+")))))))

Read it left to right: paid → missing due date → not due yet → 1–30 → 31–60 → 61–90 → over 90. Watch the boundaries. An invoice due today is 0 days overdue, so it's "Not due". Day 30 is still "1-30"; day 31 is "31-60".

I use plain hyphens ("1-30") rather than dashes, because the summary looks these labels up by exact text, and a typed hyphen is easier to match.

5. The summary

In K5:K9, type the five labels exactly as the formula writes them: Not due, 1-30, 31-60, 61-90, 90+. Next to them:

Amount owed in each group (L5, fill down):

=SUMIFS($G$5:$G$104,$I$5:$I$104,K5)

Number of invoices in each group (M5, fill down):

=COUNTIFS($I$5:$I$104,K5)

Total owed (L10). Only positive balances, so an overpayment doesn't cancel out a real debt:

=SUMIF($G$5:$G$104,">0")

Overdue only, 1+ days (L11):

=SUM(L6:L9)

Oldest overdue, in days (L13):

=MAX(H5:H104)

6. The check cell (don't skip this)

=IF(ROUND(SUM(L5:L9)-L10,2)=0,"OK","CHECK")

If the groups don't add up to the total owed, something has slipped through. In my sample data it showed CHECK for exactly the right reason: an invoice with no due date isn't in any of the five groups. A count makes that visible (L14):

=COUNTIF($I$5:$I$104,"Add due date")

Fill in the due date and the check goes back to OK.

7. Test it with awkward rows

Before you trust the totals, add these sample rows and confirm each lands where you expect:

With twelve sample invoices (as of 15 Oct 2026), my groups came out as: Not due 10,000 (2 invoices), 1-30 9,500 (2), 31-60 8,000 (2), 61-90 11,500 (2), 90+ 1,500 (1). The total owed was 42,500 across 10 invoices, including the one with no due date, so the check cell said CHECK until it was fixed. Your numbers will differ; what matters is that every row lands where you expected.

8. Using it every week

• Update Paid so far the day money arrives, so the balance is always true.

• Monday: sort or filter by Group, oldest first, and chase on a rhythm (a reminder at 1–30, a call at 31–60, a firm plan beyond that).

• Credits and overpayments show as negative balances in the Paid group. Settle them with the customer rather than letting them hide.

This is a tracking method, not accounting or tax advice. Your accountant or CA may want aging done differently for your books.

Prefer a ready-made file? There's a free Order & Payment Tracker (.xlsx workbook, no macros). It logs orders and payments, works out what's still owed and whether it's overdue, and rolls it up by customer and into a one-page summary with aging: https://ashishsrivastavajay.gumroad.com/l/free-order-payment-tracker

About me, and a disclosure: I'm Ashish, based in Kolkata, with 18+ years of work experience, and I write these tutorials and build my workbooks with AI assistance under my direction. The free tracker is mine.