Service Business Client Tracker and Bookkeeping

About this template

This client tracker for service businesses keeps your client list and your books in the same file. It is made for trades and service businesses: type a client's name once and what they were billed, how many jobs they gave you, the average job and when they last paid all calculate themselves from the ledger.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Clients without a separate CRM

Most people keep a CRM spreadsheet in one place and their bookkeeping in another, and the two drift apart. Here the Clients tab reads straight from the money you record, so it is always up to date.

• Up to 60 clients, each with a status
• Billed, job count, average job and last paid, all calculated
• Invoices out, paid, outstanding and overdue, with days late counted
• Site visits logged as mileage at your own rate

One ledger behind everything

You enter money in on one tab and money out on another, pick a tax rate for each line, and everything else reads those two. The monthly view, the quarterly view, the profit and loss statement, the sales tax worksheet and the dashboard all recalculate. Nothing is typed twice, and no number on a report can disagree with the ledger it came from. The dashboard shows six live figures and the four quarters.

Sixteen connected tabs

• Income: 500 rows, with the tax split out on every line
• Expenses: 500 rows, split the same way
• Setup: your categories, your tax rates and your set-aside percentage
• Monthly: twelve months of income, spending, profit and margin
• Quarterly: the four quarters, with tax due and tax to set aside
• Profit and Loss: every category with its share and the margin
• Sales Tax: collected against paid, by rate and by quarter
• Custom Range: pick any two dates and everything follows
• Comparison: this year against last, month by month
• Balances: what each account took in and paid out
• Clients: 60 rows with status, billed, jobs, average and last paid
• Invoices: an invoice tracker for what is out, paid, outstanding and overdue
• Estimated Tax: four quarterly set-asides at your own rate
• Mileage: site visits logged at your own rate
• Dashboard: six live figures and the four quarters
• Start Here: walks you through setup in a few minutes

What it does for you

• Splits sales tax out of every line automatically
• Nets tax collected against tax paid, quarter by quarter
• Turns real profit into a quarterly set-aside at your own rate
• Ranks every category by its share of income and of spending
• Compares any two years month by month, as percentages
• Charts that redraw from your own numbers

It works as a job tracker, an income tracker and an expense tracker in one. The filled copy holds two full years of demo data, so the comparison view has something real to compare.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice. No Microsoft 365 subscription needed, and no Google account needed for the Excel files.
• Google Sheets with a free Google account. You get real spreadsheet files, not a PDF with a link in it.
• No add-ins, no macros, no subscription and no bank connection

What you download

• The Excel workbook, filled with a worked example
• The same workbook, blank and ready for your own numbers
• The instruction guide, with one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready as soon as payment clears. The template is for use in your own business; please do not share or resell the files. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel and Google Sheets?

Yes. The Excel workbook runs in Excel 2016 or later on Windows and Mac, and the instruction guide holds two one-click links to the Google Sheets versions.

How many clients can I track?

The Clients tab has 60 rows, each with a status, and billed, jobs, average and last paid calculate from the ledger.

Do I have to update client totals by hand?

No. You type a client's name once on each income line and their totals calculate themselves.

Does it track overdue invoices?

Yes. The Invoices tab shows what is out, paid, outstanding and overdue, with the days late counted.

Can it help with tax?

It splits sales tax out of every line, nets it by quarter and turns profit into four quarterly set-asides at your own rate. It is a bookkeeping tool, not tax advice.