Employee Advance Tracker Excel Template

Write each transaction as a single row: date, employee, transaction (advance given, deducted from salary, cash repayment), pay period and amount. An advance increases the balance; the other two reduce it; an employee's remaining advance is the sum of that person's rows. In this template, that sum runs on every row with a SUMIFS formula, and on the person's last row it says OPEN or CLOSED, so you see everyone's balance without opening separate sheets.

On the day you pay the salary, enter the amount deducted from that salary as a "Deducted from salary" row, writing the pay period and which installment it is; the Remaining Advance column decreases automatically. Writing the installment amount on the receipt's "Repayment plan" line when you give the advance prevents a "how much was supposed to be deducted" argument later. How the deduction is reflected in payroll and the maximum that can be deducted in one month depend on your business's situation; ask your accountant about it.

An advance receipt is a document showing the amount, date and repayment method of an advance given to an employee, signed by the employee who receives the money. Yes, the first tab of this file is a printable advance receipt example: receipt no., employee and job title, amount in figures and in words, payment method, reason, repayment plan, previous open advance and two signature fields are all ready. For one-off payments to people other than employees (daily wages, refunds, small services), the payment voucher template is more suitable.

Both have the recipient sign for money leaving the business. A payment voucher is the general document for any one-off payment; an advance receipt is specific to money given only to an employee to be deducted from their salary later, and includes a repayment plan. The difference shows up afterward: money paid out by voucher is closed out as an expense, while an advance is tracked as the employee's open balance until it is deducted from salary. That is why advances are tracked person by person in this sheet.

Filter the Employee column by that person's name: you see all their advances, deductions and repayments in date order; the last value in the Remaining Advance column is their current balance. To see everyone's balance together, filter the Current Status column by "OPEN". The name must be written the same on every row, otherwise the balance is split in two.

This template focuses on advances; it tracks the advance deducted from salary, not the salary itself. If you want to track salary amounts, you can add "Net salary" and "Payable" columns to the Data tab and calculate the payable amount as net salary minus that month's deduction; the payroll calculation itself (tax, social security) is outside the scope of this file. If the advance is paid in cash from the till, also enter the same amount as an outflow in your daily cash book so the cash count balances.

The sheet gives you the exact amount: the Remaining Advance on the person's last row. How this amount can be offset against the final salary or other amounts owed depends on the employment contract and the applicable law; consult your accountant or a legal professional before processing the exit. Enter the offset amount as a "Deducted from salary" row and any amount received in cash as a "Cash repayment" row to close the balance.

Yes, it's free; it asks for no email, sign-up or payment, and has no watermark or cell protection. The file is in Excel (.xlsx) format because the remaining advance and the summary are calculated by formula. You can open it with Excel, Google Sheets or LibreOffice and print the advance receipt directly, or convert it to PDF with "Save as PDF."