Job and Project Tracker

Who this is for

All the jobs on the go, with the money beside them. Each row is one job with its customer, status, the amount quoted, invoiced and paid, and a due date; the outstanding balance is worked out and the columns total.

Tradespeople, freelancers and small firms with several jobs running at once, who need to know at a glance what is booked, what is done and who still owes.

What this helps you track

• Where every job is — quoted, booked, in progress, done, invoiced or paid
• How much has been quoted, invoiced and paid across the whole list
• What is still owed, job by job and in total
• Which jobs are due next

How to use it

1. Write the business and the period the tracker covers at the top.
2. Add a row when a job is quoted: the job, the customer and the amount quoted.
3. Move the status along as the job goes — booked, in progress, complete, invoiced, paid — and fill in the invoiced and paid amounts as they happen.
4. The outstanding column and the totals keep themselves up to date online and in the workbook; on paper, total at the foot.
5. Sort or filter by status in the workbook to see only what is live.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Is this a replacement for invoicing?

No. It is the overview. Raise the invoice with the invoice generator or your own system, then record the amount here so the outstanding figure is right.

What if a job is paid in stages?

Add the invoiced and paid amounts up as they come in, or use a row per stage with the stage in the job name. Either way the outstanding column shows the gap.

How do I handle a cancelled job?

Set the status to cancelled and leave the money columns blank or at what was actually invoiced and paid. The totals will reflect only the figures entered.

Can I track time on each job?

Not on this sheet. For hours, use the employee time sheet, and for a single job's costs the job costing sheet on this site.