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Vendor payment tracker: fields and a worked example

Use this vendor payment tracker field guide to record bills, due dates, payments and remaining balances without counting payments as new expenses.

Start with one row per vendor bill: vendor, bill reference, trip or group, bill date, due date, bill amount, payment references, total paid, and remaining balance. Keep a separate payment history when a bill is paid in installments. This is a field guide, not a downloadable spreadsheet.

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What to record and review

  1. Identify the vendor bill and its related job before recording a payment.
  2. Record each payment date, amount, and reference in the bill's payment history.
  3. Calculate remaining payable as the bill amount minus payments and review overdue bills.

Worked example

Bill V-104: supplier charge $500, payment $200, remaining payable $300. The $200 payment reduces the payable. It is not a second $200 expense on top of the $500 bill.

Illustrative figures, not a quote or an industry benchmark.

What prevents duplicate vendor payments?

Check the vendor, bill reference, amount, and existing payment history together before paying. Keep the payment confirmation linked to the bill instead of creating another bill from the receipt.

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