Payment History Template (Free Excel, Word & PDF)

If you want your own account's payment history — a card, a credit report or a subscription — open that account or contact the issuer; this page is for keeping the records yourself.

Pick the layout that matches who you are tracking, then choose PDF, Word or Excel. Downloads need no email, no sign-up and add no watermark.

The Excel files have a balance column with formulas, so the running balance updates when you add a payment row. In the PDF and Word versions, fill the balance by hand using the rule below.

Need a receipt for one of these payments? Use the payment receipt template.

You can also fill in a payment history on this page. It adds up the totals and the balance as you type, and you can save it as a PDF.

Each example is complete, and every figure can be checked by hand. The names are made up. Choose Fill this one to load an example into the sheet above, where each payment row has a Receipt button.

These names overlap, and people use them for the same sheet. The difference is mostly what the sheet is built to answer.

The layouts on this page are payment histories.

A customer asks, "How much do I still owe?" A customer payment history answers that in one sheet: each invoice, each payment against it, and the total outstanding. Use the Customer payment history layout, one sheet per customer, and update it every time money arrives.

Keep the invoice number on every row. If the invoice number is missing, a part payment is hard to match to the right invoice later. When a customer disputes a figure, send the sheet and the matching receipts. Each payment can have its own receipt, using the payment receipt template.

For a tenant, a rent payment history is an Invoice row for the rent due each month and a Payment row when it arrives: the date, the month in the description, the amount, the method and what is still owed. Use the Customer payment history layout with the tenant as the customer. If your rent receipts are numbered, write the receipt number in the description / method / reference cell so each row matches the receipt you gave. For the receipt itself, use the rent receipt template.

Keep the security deposit separate. A deposit is not a rent payment, so record it on its own sheet instead of in the rent rows.

For a private loan, or school fees paid in instalments, the Loan repayment record lists each repayment and the amount still outstanding. Write down who lent, who borrowed, the amount lent, the start date and the repayment dates you agreed.

Each repayment reduces the amount lent. If more money is lent later, enter it as an Extra lent row. The sheet does not separate interest: it records what was repaid and what is left.

At the bottom, both people sign and date. Each keeps a signed copy, so that both people have the same record of what has been repaid.

Every number on the sheet comes from these rules, so you can check it with a calculator. In the Excel version and on this page the rules are applied for you. In the PDF and Word versions, fill the balance by hand using the rules below.

• Paid to date = the sum of payments on an invoice − the sum of refunds on it.
• Remaining = the invoice total − Paid to date. A refund raises Remaining again, because the money has gone back to the customer and the invoice is no longer covered by it.
• Overpaid. If Paid to date is more than the invoice total, Remaining is below 0. In the invoice and loan layouts it is shown as Overpaid with the excess amount instead of a negative balance. In the customer layout a note on this page names the invoice and the excess.
• Outstanding (customer layout) = the sum of Remaining across the invoices on the sheet that have an Invoice row. An overpaid invoice counts as 0 in Outstanding, not as a negative number.

• Account balance (customer layout) = Invoice rows − payments + refunds, up to and including that row, across every invoice. It can differ from Outstanding when one invoice is overpaid, because Outstanding counts that invoice as 0.
• Payments not yet received. A payment you expect but have not received is not entered, so it is not counted in Paid to date or Remaining.
• Days overdue = the as-of date − the due date, when Remaining is more than zero and the as-of date is after the due date. Otherwise 0.
• Status. Paid when Remaining is 0. Overpaid when Remaining is below 0. Overdue when Remaining is above 0 and the due date has passed. Partially paid when something has been paid, Remaining is above 0 and the due date has not passed. Unpaid when nothing has been paid and the due date has not passed. A part payment is one row, so it is never counted twice.
• No invoice total. If an invoice total is not filled in, Remaining shows "—" and the invoice is not counted in Outstanding.
• Full refund. If the whole payment is refunded, Paid to date goes back to 0, so Remaining returns to the invoice total and the status follows the rules above.
• Currencies. Amounts are added only when they are in the same currency. On this page, an amount in a currency other than the one in the header is not added in, and a note is shown. The Excel, Word and PDF versions are for one currency per sheet.

Test it by hand with these cases. The as-of date is Oct 31.

The payment history looks back at what was paid. A statement of account looks at what is owed. If you want the second one, use the billing statement template. For a receipt for a single payment, use the payment receipt template.

What you type into this page stays in this browser. It is not sent to Invosmith.

The balance rules are listed above, so you can recompute any figure yourself.

The sheets record what you tell them. They do not connect to your bank, so they do not confirm that a payment arrived. They do not calculate interest, late fees or tax.

To report a mistake or ask a question, email contact@invosmith.com.