Know who to chase, when to chase, and what to say.
HEXTOVA · Freelancer Get-Paid Tracker
A USD Excel tracker for freelancers with unpaid invoices. Open Today, start at the top, and use the prepared follow-up when a client is ready to hear from you.
- Works in Excel
- 200 invoices · 400 payments
- No subscription
-
Acme Media
$18,000 to collectSend WhatsApp -
Startup XYZ
$5,000 to collectSend WhatsApp -
DesignCo
$12,500 to collectSend WhatsApp
Today · 3 of 4 invoices need action Ravi Studios INV-104 is paid in full, so it never appears here
The tracker's Today queue — demo data from the file that ships with the pack. Nothing is sent from this page.
-
You stop deciding who to chase.
The Today queue sorts itself by days overdue. You open the file and start at the top.
-
You stop writing the message.
Eight templates are already written, and the day count picks the right one for you.
-
You stop guessing what you are owed.
Payments are checked against invoices, so “paid” means the money actually arrived.
No reviews yet. The proof is in the file: the queue, messages, and dashboard use the demo data shipped with the pack.
Late invoices need a next action.
Once a due date passes, you need a clear next step — not another reminder to yourself.
It has no date on it
No date tells you what to chase today, so the follow-up waits behind client work.
You have no words ready
You open the chat without the right words, then close it again. The delay grows.
You keep no record of it
Without a record, you either follow up too soon or lose the thread.
Example, not a statistic: three invoices at $800 each, sitting thirty days late, is $2,400 of your money funding somebody else's cash flow.
Open the queue, use the message, and record the contact.
Set up the tracker in five minutes.
Copy the blank file, add your settings, then open Today each morning.
-
01
Make your own copy
Open the blank workbook, enable editing and save it under your own name. The demo file stays untouched as a reference.
-
02
Fill in Settings
Five cream cells: how many days before the due date to remind you, how many days to wait after you contact a client, your WhatsApp country code, the currency symbol used inside the messages, and your payment details.
-
03
Add your invoices
Clients & Invoices. Type in the cream columns only — client, service, invoice number, invoice date, due date, amount, phone. The grey columns calculate themselves.
-
04
Log every payment
Payments. One row each time money actually arrives. Column G checks the invoice number, the client and the amount as you type.
-
05
Open Today every morning
Your chase queue, most overdue first, with a WhatsApp button on every row that is complete, valid and actually needs contact.
-
06
Record the follow-up
Put today's date in Last contact. The invoice leaves the queue for your cooldown and comes back when it is eligible again.
The daily workflow: open Today · work from the top · click WhatsApp when it's there · send · enter today in Last contact.
Both waiting periods live in Settings: remind 1 day before the due date, wait 3 days after you contact a client. The cooldown hides a row from Today — it never deletes it, and the Dashboard still counts what you are owed.
Use the right follow-up for the situation.
Six messages are selected from the invoice status. Two manual templates cover promises and paused work. Review the text, then open WhatsApp yourself.
the tracker picks: 10–29 days overdue
Reminder before due
auto — not yet due, inside your reminder window
Due today
auto — due date is today
Overdue
auto — 1 to 9 days overdue
Overdue, firmer
auto — 10 to 29 days overdue
Final notice
auto — 30 or more days overdue
Partial payment thanks
auto — part paid, any time before fully paid
Pause new work
manual — use when you need to set a boundary on future work
Client promised a date
manual — copy this yourself when a client has promised a date
Tokens, filled from your own data: [Name] client · [Inv] invoice number · [Amt] balance outstanding · [Due] due date · [Days] days overdue · [Cur] currency symbol · [Pay] your payment details.
Want to see one filled in? Use the “Send WhatsApp” button on any row of the queue at the top of this page: it shows the exact message the tracker would prepare for that invoice, with your client's details in place.
See the money waiting on you.
The Dashboard counts valid rows only, so incomplete entries stay out of your totals.
The rest of the board
- Overdue, waiting on your cooldown0
- Invoices overdue3
- Collected this month (real cash)$0
- Invoiced this month$0
- Duplicate invoice numbers — fix these0
- Payments needing a fix0
- Records needing a fix0
- Overpaid invoices — review0
Every figure above is the demo workbook's own calculation on its own demo data. Your file shows your numbers.
Everything in the download.
Two workbooks and three PDFs to help you set up, chase, and keep the file accurate.
-
XLSX
Freelancer Get-Paid Tracker
Start Here, Settings, Today, Clients & Invoices, Payments, Dashboard, Message Library, and Licence & Legal.
-
XLSX
Blank Tracker
A clean copy for a fresh start whenever you need one.
-
PDF
5-Minute Setup Guide
A short walkthrough that helps the workbook become useful quickly.
-
PDF
The Getting Paid Playbook
Practical support for clear, professional payment follow-ups.
-
PDF
Licence and Legal Notice
What you may do with the files, what is not promised, and the support and refund terms that apply.
How it behaves
- Invoice rows200
- Payment rows400
- Today queue positions50
- Automatic messages6
- Manual templates2
- Amount cells formatted inUSD
Things worth knowing
- Protected, but editable. Every calculation sheet is protected with no password; the cream cells stay yours to type in.
- Dates as DD-MM-YYYY. Phone numbers as digits only, full number including the country code.
- Currency. Amount cells are formatted in US dollars. The Settings symbol changes the wording inside all eight messages at once; to display another currency on the cells, select the amount columns and use Format Cells. Values stay plain numbers, so the maths and the sorting stay correct.
- Growing past 200 invoices? Unprotect the sheet, copy the last formula row down, and extend the Dashboard ranges — the START HERE sheet walks you through it.
Clean rows keep your chase list useful.
Incomplete rows stay out of the queue. Only a valid invoice with a balance can create a WhatsApp action.
What it says about an invoice row
- Enter amount > 0
- Add invoice no.
- Enter invoice date
- Enter due date
- Fix invoice date
- Fix due date
- FIX: duplicate invoice no.
- FIX: invalid phone
- Overpaid
- Done - paid
What it says about a payment row
- Enter date
- Date cannot be future
- Enter client
- Enter invoice no.
- Enter amount
- Enter amount > 0
- Invoice no. not found - check spelling
- Duplicated in Clients & Invoices
- Client does not match invoice
- Matches invoice
Because invalid rows are excluded from the counts, an unfinished entry cannot inflate your outstanding total or your ageing bands — and a WhatsApp button only appears for a record that is complete, valid, and genuinely needs contact today.
Built for freelancers who chase invoices in Excel.
Use it when one file and one person can run the follow-up.
Good fit
- You invoice clients yourself, and you chase the payment yourself.
- You work alone or in a small studio, and one file is enough.
- You already keep your work in Excel and want the chasing to live there too.
- You would rather send a written follow-up on schedule than improvise one when you're annoyed.
Choose another tool if
- You need multi-user cloud accounting or an app your team logs into. This is one Excel file.
- You want something that sends, negotiates or collects on your behalf. The tracker prepares the message; you send it.
- You work outside Excel. The file is .xlsx, but it is built and tested in Excel.
- You are looking for legal, tax or debt-collection advice. This is an organisational tool.
Start with a $9.99 download.
Pay once, download the files, and keep your workflow in Excel.
What you get
- The blank tracker workbook, ready for your clients — 200 invoices, 400 payments, 50 queue rows.
- The demo workbook, so you can see every status and message before typing anything real.
- All eight WhatsApp messages, with the six automatic ones wired to the day count.
- The 5-Minute Setup Guide and The Getting-Paid Playbook.
- The Dashboard, ageing bands and validation guardrails, already built and protected.
The licence in short: use it for your own personal or business operations, customise it internally and keep backups. Don't resell it, redistribute it, upload it publicly or bundle it into another product. The workbook is licensed, not sold.
What it does not do: it doesn't guarantee payment or collection, it doesn't send messages for you, and it isn't legal, accounting, tax, financial or debt-collection advice.
Setup note for the site owner: paste your checkout link into
checkoutUrl in site/js/config.js and every buy button on
this page becomes a live link.
The full pack
Instant download after checkout. Refunds follow the policy of the marketplace you bought from; support covers the included files and their documented features.
Read this before you download.
Does it work in Google Sheets?
It is built and tested in Excel, and that is what the setup guide assumes. The file is a standard .xlsx, so other spreadsheet apps can open it, but the formulas, sheet protection and the WhatsApp buttons are only verified in Excel — treat anything else as untested.
Does the tracker send the messages for me?
No, and that is deliberate. The WhatsApp button opens a message link with the client's number and the prepared text; you review it and press send. The workbook never sends anything on its own, which is why the wording stays yours.
What do I need installed?
Excel, and nothing else. No add-ins, no macros, no account. The workbook uses standard formulas and opens like any other spreadsheet.
What if I have more than 200 invoices?
The workbook holds 200 invoice rows, 400 payment rows and 50 queue positions. To grow it, unprotect the sheet, copy the last formula row down as far as you need, and extend the Dashboard ranges — the START HERE sheet and the setup guide both walk through it.
Can I change the currency?
Yes, in two places for two different jobs. The Settings currency symbol changes the wording inside all eight messages at once. The amount cells are formatted in US dollars; to display another currency on the cells, select the amount columns and use Format Cells. The values themselves stay plain numbers, so the maths and the sorting stay correct.
Is my client data safe?
Everything stays in your own file on your own machine. Nothing is uploaded, there is no account and no cloud sync. That also means storage, access control and the privacy obligations that apply to your client data are yours to manage — the licence says so plainly.
Can I share it with my team, or resell it?
You can use it for your own personal or business operations, customise it internally and keep backups. You may not resell it, redistribute it, upload it publicly or include it in another product for sale. The workbook is licensed, not sold.
Will this guarantee I get paid?
No. It is an organisational tool. What it changes is that the follow-up gets a date, a message and a record, and that it happens consistently instead of when you finally feel annoyed enough. A timely follow-up makes an invoice visible; it does not guarantee payment.
Is this financial, legal or debt-collection advice?
No. It is a template for organising invoices, payments and follow-ups. You stay responsible for adapting it to your contracts, your business practices and your jurisdiction.
How long does setup take?
About five minutes: copy the file, fill the five Settings cells, add your invoices, log the payments you are still waiting on, and open Today. The queue is already sorted when you get there.
Open tomorrow's chase queue with the work already sorted.
Open Today, work from the top, and send the prepared follow-up.
- One-time payment
- Instant download
- Licensed for your business