Customer Account Tracking Excel
A statement table that tracks the debit–credit balance per customer or supplier account across all transactions and gives due-date warnings.
Check and Promissory Note Tracking Excel Sheet (Free Template)
The check and promissory note tracking Excel sheet is a ready-made workbook that records the checks and promissory notes you receive and issue in one file, with amount, due date, and status, and uses formulas to show how many days are left until each one is due and how much you will collect and pay this month. Received and issued instruments sit in the same list but are separated by the Direction column; the totals of the two sides never get mixed, and the Summary tab calculates them separately and gives their difference as this month's net cash effect. Instruments due within seven days light up yellow, and those past due but still showing in the portfolio light up red. We explain step by step how to set up the portfolio and how to write a bounced instrument back to the customer account in the how to track checks and promissory notes guide; this page is the downloadable, fill-in table for that system.
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Excel (.xlsx) · formulas, drop-down lists and colored alerts built in · no membership required.
📄 30 KB · .xlsx🧮 Formulas ready🔓 No password, no watermark💳 Free
What columns are in the template?
| Column | What it does |
|---|---|
| Type / Direction | Type: check or promissory note. Direction: Received (taken from a customer, to be collected) or Issued (given to a supplier, to be paid). Both are chosen from a dropdown list; all totals are calculated separately by Direction. |
| Drawer / Debtor | The person or company that wrote the check or signed the promissory note. For an endorsed check, this may not be the same as the customer who gave you the check; enter the two separately. |
| Received From / Issued To (Account) | The customer or supplier you received the instrument from or gave it to. The amount of a bounced instrument is written back to this account. |
| Bank / Branch, Serial No. | The check's bank, branch, and serial number; for a promissory note the bank stays blank and the note number is entered. This is the information to look up when matching against the bank. |
| Issue Date / Due Date | The date the instrument was issued and the date it must be paid. All calculations are based on the due date. |
| Amount | The amount on the instrument, in Turkish lira. |
| Status | Dropdown list: In portfolio (not yet closed; for an issued instrument, payment day not yet reached), Endorsed, Collected, Paid, Bounced / protested. A closed instrument is not deleted; its status is changed. |
| Endorsed To | If you paid a supplier by endorsing a check you had received, write who you gave it to. An endorsed check is deducted from the portfolio total. |
| Days to Due | Automatic: for an instrument in the portfolio, the due date minus today. A negative value means the due date has passed and lights up red; it stays blank for a closed instrument. |
| Due Status | Automatic: OVERDUE (red), THIS WEEK (yellow), WITHIN 30 DAYS, or NOT DUE YET. Sort the list by this column or by days remaining. |
| Summary | Total received and issued in the portfolio, total received and issued falling due this month, this month's net cash effect, the next 30 days, open overdue instruments, and the amount endorsed and bounced. |
How to use it
- Download the file, delete the sample rows on the "Data" tab, and enter each check and promissory note you hold as a separate row: type, direction, drawer, account, bank, serial no., issue and due dates, amount.
- Leave the status of instruments not yet collected or paid as "In portfolio"; days to due and due status are calculated automatically.
- Sort the list by the "Days to Due" column and review the next 30 days once a week; the yellow rows are the instruments to deposit at the bank or pay this week.
- When the due day arrives, change the status the same day to "Collected," "Paid," or "Endorsed"; if you endorsed it, write who you gave it to. Do not delete the closed row.
- Mark an instrument that bounced or was protested as "Bounced / protested" and write the amount back to that account as a debit the same day; at the start of the month, check on the "Summary" tab the totals coming in and going out this month.
Who is it for?
- Wholesalers, hardware stores, building-materials dealers, and distributors who receive post-dated checks or promissory notes from customers
- Small businesses that pay suppliers by check and want to compare payment days against their cash position
- Those who pay suppliers by endorsing the checks they receive and don't want to lose track of where each check is
- Shopkeepers and tradespeople who want to gather their instrument portfolio into a single table before moving to accounting software
Frequently asked questions
How do I make a check tracking list in Excel?
Each instrument is one row: type, direction (received / issued), drawer, bank, serial no., due date, amount, and status. If the due date is in column H, days to due is found with the formula =H2-TODAY(), and the received portfolio total with =SUMIFS(I:I,B:B,"Received",J:J,"In portfolio"). In this template, these formulas, the dropdown lists, and the color coding come pre-built for 300 rows.
Should received and issued checks be kept in the same list?
They can be kept in the same file, but their totals should never be added together: a received check is future cash in, an issued check is future cash out. In this template the two sides are separated by the Direction column, you can filter to see just one, and the Summary tab gives both totals separately. We explain why they are kept apart, with a sample portfolio, in the check and promissory note tracking guide.
How do I track check payments?
Sort the due dates of issued checks and, each week, compare the total to be paid in the next 30 days with the received checks to be collected over the same period and with the money in your cash box. The "Next 30 days" rows on the Summary tab give you this comparison ready-made; read the cash figure from your daily cash book.
How do I record an endorsed check?
Without deleting the row, change its status to "Endorsed" and write the supplier's name in the "Endorsed To" column. That way the check drops out of the portfolio total but its history remains; if the check later comes back to you, you can find here which instrument it was. For the legal side of liability on an endorsed check, consult your accountant or a lawyer.
What should I do when a check bounces?
For record-keeping: do not delete the row, change its status to "Bounced / protested," and write the amount back as a debit to that customer's account tracking table the same day; otherwise the receivable gets lost between the two lists. The steps that follow are a legal process and outside the scope of this template; consult your accountant or a lawyer about what to do.
Which document is issued when you receive a check from a customer or give a check to a supplier?
When you receive a check, you can give the customer a collection receipt showing the bank, serial no., and due date; when you give a check to a supplier, you can have the recipient sign a payment voucher. A receipt documents a single handover, whereas this table lets you follow the instrument through to its due date and its outcome.
Is the template free, and is membership required?
Yes, it is free. The file asks for no email, membership, or payment; it has no watermark or cell protection. You can change the status list, the columns, and the thresholds of the colored warnings to suit yourself.
Related templates
Collection Receipt
A printable two-copy receipt that documents a payment received from a customer with the date, serial no., amount (in figures and words), payment method, and remaining balance owed; the list of issued receipts is on a separate tab.
Payment Voucher
A printable two-copy voucher that has the person receiving a cash, bank-transfer, or check payment from the business sign for it; the list of issued vouchers and the total by expense type are on separate tabs.
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Last updated: September 27, 2026
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