Title card reading Custom Order Tracker above a tablet showing the This Week tab with four summary cards and a list of due orders.
  • Title card reading Custom Order Tracker above a tablet showing the This Week tab with four summary cards and a list of due orders.
  • The This Week tab with cards for open, late and due orders and the unpaid total, then a table of orders with deadline, balance due and flag.
  • The Orders tab with yellow input columns for customer, item, price, deposit and deadline, and gray columns for balance due, days left and flag.
  • The Customers tab: one row per customer with notes, open orders, amount ordered, paid and unpaid.
  • The lower part of This Week: a table of orders by status, a table of customers who owe the most, and a column chart of orders by status.
  • The Setup tab with shop name, as-of date, days in this week's list and the usual deposit percentage.
  • A card listing the Example and Blank .xlsx files and the tabs Start Here, Setup, This Week, Orders and Customers with row limits.
  • A card describing how the file was tested: six sets of test data recalculated in LibreOffice and compared with Python, with no differences found.

Order Tracker Spreadsheet

Made-to-order work means deposits, deadlines and balances to chase. This file keeps all three per order. Each order is one row on the Orders tab: customer, item, price, deposit paid, other payments, deadline and a status from Quoted to Delivered. The balance due, any deposit shortfall, days left and a flag appear on their own. The flag column calls out late orders, orders due this week, a short deposit, a balance to collect and a refund to check. The This Week tab lists open orders that are late or due soon, soonest first, with the balance still owed. The Customers tab totals what each customer has ordered, paid and owes. It sends no invoices or reminders. The Example file is filled with 38 made-up orders. The Blank file starts empty.

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An .xlsx file with ordinary formulas and no macros. A script recalculated it in Excel for Mac and LibreOffice. Excel for Windows and Google Sheets have not been tried.

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What's included

  • Custom-Order-Tracker-Example.xlsx, filled in with made-up orders
  • Custom-Order-Tracker-Blank.xlsx, for your own orders
A card listing the Example and Blank .xlsx files and the tabs Start Here, Setup, This Week, Orders and Customers with row limits.

How it works

  1. The This Week tab with cards for open, late and due orders and the unpaid total, then a table of orders with deadline, balance due and flag.
    Start on This Week Cards show open orders, late orders, orders due and the unpaid total. Below is a list of late and due orders, soonest first.
  2. The Orders tab with yellow input columns for customer, item, price, deposit and deadline, and gray columns for balance due, days left and flag.
    Log each order One row per order with price, deposit, deadline and status. Balance due and the flag are worked out.
  3. The Customers tab: one row per customer with notes, open orders, amount ordered, paid and unpaid.
    Check each customer One row per customer. Open orders, amount ordered, paid and unpaid are added up from the Orders tab.
  4. The lower part of This Week: a table of orders by status, a table of customers who owe the most, and a column chart of orders by status.
    Count by status Orders by status with a column chart, and the six customers who owe the most.
  5. The Setup tab with shop name, as-of date, days in this week's list and the usual deposit percentage.
    Set your deposit Your usual deposit percentage and the number of days that count as this week are set here. One order can have its own deposit.

Compatibility and file formats

An .xlsx workbook with ordinary formulas. No macros and no add-ins. A script recalculated it in LibreOffice 26.8 and compared the results with a separate Python calculation. Another script confirmed it uses no LAMBDA, LET, XLOOKUP or spill formulas. A script also opened this file in Microsoft Excel for Mac 16.114.3 and ran a full recalculation: every cell matched the values stored in the file, with no error cells. That test did not type new data into Excel or look at the screen. Excel for Windows and Google Sheets have not been tried.

Instant download from Etsy · nothing shipped.

Video

Questions

Does it send invoices or reminders?

No. It tracks money and dates in a spreadsheet.

When does an order count as owing money?

From Confirmed onward. Quoted and Cancelled orders count as nothing owed.

What about a cancelled order with a deposit paid?

It is flagged Refund check. You decide what to do.

Can I list each payment date?

There is one Deposit date and one Other payments total per order. Use the Details column for more.

This file adds up what you type. Customer names in the Example are made up. License: for your personal use only. No resale or sharing of this file. AI helped write the listing text, the how-to text and the code that builds this file. Scripts tested: balance due, deposit short, days left, flags, the This Week list and the Customers totals, on 6 sets of test data including deadlines on the edge of the window, a cancelled order with money paid, a delivered order still owing, an overpayment, a customer not on the list, more lines than the list holds and full tables. No person is claimed to have checked it unless stated here.