💸 Free Accounts Payable Template

Below is a complete accounts payable tracker: every column you need to manage bills — vendor, invoice number, amount, due date, and payment status. Copy it into a spreadsheet and never miss a due date again.

Accounts payable is the money your business owes to suppliers. Tracking it well means you pay on time (avoiding late fees and protecting supplier relationships), take advantage of early-payment discounts, and always know your cash obligations. This template gives you a single view of every outstanding bill.

Bill Tracker Columns

Fields	Description
Vendor / Supplier*	Who you owe money to.
Invoice Number*	The supplier’s invoice reference.
Invoice Date*	Date the bill was issued.
Due Date*	When payment is due.
Amount (net)*	Cost excluding VAT/tax.
VAT / Tax	Tax portion, if applicable.
Total Due*	Net + VAT.
Payment Terms	e.g. Net 30, 2/10 Net 30 (2% discount if paid in 10 days).
Status*	Unpaid / Partially Paid / Paid.
Payment Date	When you actually paid.
Payment Method	Bank transfer, cheque, card.

Aging Summary

Fields	Description
Current*	Not yet due.
1–30 Days Overdue*	Slightly late — follow up.
31–60 Days Overdue	Actively late — prioritise.
60+ Days Overdue	Seriously overdue — risk of supply disruption.
Total Payables*	Sum of all outstanding bills.

How to use

1Enter every supplier invoice into the tracker the day it arrives.
2Sort or filter by Due Date so the most urgent bills are always on top.
3Set the Status to “Paid” and record the Payment Date the moment you settle a bill.
4Review the Aging Summary weekly — anything in the overdue columns needs attention.
5Look for early-payment discounts: if a supplier offers 2/10 Net 30, paying in 10 days saves 2%.
6Reconcile the Total Payables against your bookkeeping ledger at month-end.

Or automate this

Manually tracking dozens of bills is how due dates get missed and discounts slip away. Nika can capture supplier invoices from your inbox, schedule payments by due date, and alert you before anything is late — from {price} per invoice. She manages the calendar so you don’t.

Questions

What is the difference between accounts payable and accrued expenses?

Accounts payable are bills you have received and recorded — there is an invoice. Accrued expenses are costs you have incurred but haven’t been billed for yet, like utilities estimated before the invoice arrives. Both are liabilities, but AP has a documented invoice.

Should I pay early to get discounts?

If a supplier offers terms like 2/10 Net 30, paying within 10 days saves 2% — that is effectively a 36% annualised return on the money. If your cash flow allows it, early payment discounts are usually worth taking.

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