One-file workbook · Excel or Google Sheets · no macros
Invoice tracker spreadsheet and freelance invoice template for Excel — GST/HST invoice spreadsheet
Stop losing unpaid invoices in a messy inbox — and stop typing the same invoice twice. Log the header and line items once; print by picking the invoice number. See unpaid, overdue, and aging on one dashboard.
Buy on Payhip — $19 See what's in the workbook
Need a one-off invoice in the browser first? Free Invoice Draft is a one-off PDF. To track it, add a log header + line items with the same number — do not paste over green log amounts.
USD $19, one-time. You get Solo_Invoice_OS_v1.1.xlsx. Not a subscription. Not tax advice. Not affiliated with the CRA.
What's in the workbook
Ten visible sheets, yellow cells for input, green cells for formulas. Hidden _Lists sheet drives the dropdowns — leave it alone.
- START HERE — setup, colour legend, short disclaimer.
- Settings — business name, address, email, currency, invoice prefix, next number, tax preset.
- Clients — name, email, address, default rate, tax on/off.
- Invoice Log — one row per invoice header (date, number, client, short description). Amount, Tax, and Total are green formulas (SUMIF from Line Items + Settings tax). Status (Draft / Sent / Paid / Overdue), due date, date paid, aging (Current, 1–30, 31–60, 61–90, 90+).
- Line Items — one row per billed line with the same invoice number: description, qty, rate. Amount is a formula.
- Invoice (Print) — one yellow cell (invoice number dropdown); seller, bill-to, dates, lines, and tax look up. Print / Save as PDF. Tax line (GST + QST as two lines on the Quebec combo); optional “GST/HST not charged — small supplier” statement.
- Dashboard — unpaid total, overdue total, aging buckets.
- CA $30k meter — rolling four-quarter pre-tax revenue vs $30,000 (warning only, not a registration decision). Other countries can ignore this sheet.
- SAMPLE — eight fake rows so screenshots and demos look real. Clearly labelled SAMPLE. Not wired to the Dashboard. Orange EXAMPLE rows on Clients, Invoice Log, and Line Items ship with Status blank so they stay out of Dashboard and $30k totals — delete them before real books.
- DISCLAIMER — full text, also in the zip as
DISCLAIMER.txt.
Tax presets included
Typical public rates you confirm before you invoice: GST 5%, HST 13% Ontario, HST 15% Atlantic, QST combo (GST + QST), UK VAT 20%, AU GST 10%, US custom rate, and tax-off small supplier.
Type once, pick the number, print PDF.
Buy on Payhip — $19Who it's for
- Freelancers, consultants, and sole operators who send invoices and lose track of what is still unpaid.
- Side hustlers who need a clean PDF invoice without buying a full accounting suite.
- Canadians who want GST/HST presets and a $30,000 small-supplier watch as a bonus — not as the whole product.
- People who work in Excel or Google Sheets and want yellow-input / green-formula colour coding.
- Anyone who was tired of typing the invoice on the print sheet and pasting it into a log.
Who it's not for
- Teams that need QuickBooks, Xero, or multi-user accounting.
- Inventory, retail POS, payroll, or employee time-tracking.
- Anyone who wants a filed T2125, GST/HST return, VAT return, or a tax-owing calculator (this file does not compute what you owe).
- Anyone who needs legal, tax, or accounting advice, or a CRA-affiliated product. This is not one.
What it does, and what it does not
Does
- Type once: Invoice Log header + Line Items. Invoice (Print) looks up the number — no double entry, no paste-from-print step.
- Track who has not paid; flag overdue with
TODAY(). - Add GST / HST / VAT / GST (AU) from a preset, including a Quebec two-line GST + QST total.
- Watch Canadian $30k small-supplier volume (warning light only).
- Open in Microsoft Excel 2019 / Microsoft 365, or upload to Google Sheets. No macros.
Does not
- File your taxes or tell you what you owe the CRA, IRS, HMRC, ATO, or Revenu Québec.
- Email the invoice, take payment, convert currencies, or run payroll.
- Decide nexus, place of supply, or whether a marketplace collected tax as merchant of record.
- Replace a bookkeeper, accountant, or the relevant tax authority.
Demo numbers in the screenshots use the built-in SAMPLE rows (fake clients). Colour code: yellow = you type (Invoice (Print) has one yellow cell — the invoice number); green = formula, including log Amount / Tax / Total; orange = EXAMPLE / SAMPLE data to delete from Clients, Invoice Log, and Line Items before real books.
Sold separately · CAD / T2125 · companion for Canadian buyers
T2125 Year Ledger (companion)
A calendar-year CAD book with typical T2125 line mappings for Canadian sole props who already invoice. Sold separately, USD $24. You type the rows — it does not file a T2125, calculate tax owing, or CCA. Not tax advice. Not affiliated with the CRA.
USD $24 one-time. You get T2125_Year_Ledger_v1.xlsx. Invoice tracker above stays the $19 product.
Disclaimer
This is a bookkeeping / invoicing spreadsheet template, not tax, accounting, or legal advice. It is not affiliated with, endorsed by, or sponsored by the Canada Revenue Agency (CRA), Revenu Québec, the IRS, HMRC, the ATO, or any government.
Tax presets and the Canadian $30,000 small-supplier watch are typical public-rule helpers — confirm current rates, whether you must register, and how to file with the relevant authority or a qualified professional. The $30k meter is a warning only; it cannot decide whether you must register and it does not calculate tax owing.
You are responsible for every invoice you send and every number you file. Provided as-is.