Trucking invoice and payment log
See what has been invoiced, what remains unpaid and what needs a follow-up.
Download the free template
Use the workbook for the example and working sheet, or start with a blank CSV.
No account or email required. Downloads use English labels, CAD, kilometres and litres. Website language and unit controls do not convert the files. CSV files contain blank input columns, without workbook formulas or formatting.
Make the record useful
A completed trip, an issued invoice and a banked payment are different events. This log follows an issued invoice through collection. It helps you prepare an accounts-receivable review without treating the invoice total as cash already available for fuel, payroll or another load.
What to record
- Record the invoice and customer reference, issue date, agreed due date and invoice total in CAD including tax. Keep the invoice itself.
- Enter supported credits and payments actually received, also including tax. Keep their references so partial payments can be matched to the right invoice.
- Record the last contact date, next action, follow-up date and notes. Keep a disputed amount visible rather than silently deleting it.
Use one row per invoice and copy the agreed due date. When several payments cover an invoice, retain their breakdown and update the total received. The workbook subtracts entered credits and payments from the invoice total. It shows a non-negative outstanding balance and separately flags excess credits or payments. It does not automatically age balances.
Use the result
Review unpaid balances by due date and next action. Check the customer’s remittance information before following up on a payment that may already have arrived. Record the reference when a balance is cleared and reconcile the log to your accounting records. Use the billed and collected totals for different questions rather than calling either total profit.
Common mistakes
Do not enter a promised transfer as a completed payment. Avoid subtracting a credit twice, once from the invoice amount and again in the credit field. A zero outstanding balance with an excess flag still needs attention. Keep tax-inclusive invoice amounts separate from the toolkit’s tax-exclusive operating-cost entries.
What this log covers
This is a simple receivables worksheet. It does not calculate sales tax, interest, factoring charges, accounting profit or a tax return.
Save a separate working copy and keep original receipts and supporting documents. Keep private fleet records in your own files; the download does not send your entries to Truck University.