Excel template · Finance

Freelancer Invoice & Payment Tracker in Excel (GST and TDS)

Add your clients once with their TDS rate and credit days, then record each invoice. The tracker works out GST if you're registered (CGST+SGST, IGST or export), the TDS each client should deduct, the due date, what is outstanding and overdue – and the year's fees, receipts and TDS to claim in your return.

For: Freelancers, consultants, designers, developers, writers and other independent professionals in India.

Download free (.xlsx) Get Pro – ₹99 ₹19

Free download · no sign-up · no macros · Excel 2010+, Google Sheets, LibreOffice

Preview of the Freelancer Invoice & Payment Tracker Excel template with sample data
Main sheet with sample data

At a glance

What it is
Freelancer Invoice & Payment Tracker — an Excel workbook for Indian businesses and accountants
Free edition
5 sheets (Guide, Settings, Clients, Invoices, Summary) — free download, no sign-up
Pro edition
8 sheets, adds Invoice Print and TDS vs AIS and Advance Tax — ₹19 one-time (regular ₹99)
Works in
Microsoft Excel 2010 or later, Google Sheets, LibreOffice Calc — no macros
Checked
Recalculated with zero formula errors; sample data and a Guide sheet included
Made by
Prakash Bagchi, finance professional, PB Lab (Raipur, India)

Free vs Pro: what you get

SheetFreePro
Guide
What it does, how to use it, assumptions and a live status check
Settings
Your details, PAN, GSTIN (optional), state, bank/UPI details and LUT for exports
Clients
Clients with GSTIN, state, email, TDS % and credit days
Invoices
Up to 500 invoices with GST, TDS expected, due date, payments, balance, days overdue and status
Summary
Fees billed, GST, received, TDS to claim, outstanding and overdue, client-wise, plus tax pointers
Invoice Print
Print-ready invoice (with or without GST, export under LUT), amount in words and payment details		—
TDS vs AIS
TDS per your records vs AIS / Form 26AS, client by client, with follow-up actions		—
Advance Tax
Presumptive (50%) or actual-profit tax estimate under the new regime, less TDS, with quarterly instalments		—

Pro edition

Get Freelancer Invoice & Payment Tracker – Pro

₹19₹9981% OFF

Everything in the free edition, plus:

  • Invoice Print — Print-ready invoice (with or without GST, export under LUT), amount in words and payment details
  • TDS vs AIS — TDS per your records vs AIS / Form 26AS, client by client, with follow-up actions
  • Advance Tax — Presumptive (50%) or actual-profit tax estimate under the new regime, less TDS, with quarterly instalments
  • One-time payment, instant .xlsx download, free updates
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How to use it

  1. 1Download the free file and read the Guide sheet.
  2. 2On Settings, enter your name, address, PAN, GSTIN if registered, state and bank/UPI details.
  3. 3On Clients, add each client with their state, TDS % and credit days.
  4. 4On Invoices, add one row per invoice; when paid, enter the amount received, TDS deducted and date.
  5. 5Check the Summary for overdue invoices and the TDS to claim when you file your return.

Getting paid is the hard part

For a freelancer, an unpaid invoice is unpaid salary. A simple tracker that shows every invoice, when it's due, what's been received and what's overdue makes follow-up routine instead of awkward. The Status column marks each invoice Paid, Part paid, Due or Overdue, and the Summary totals overdue amounts by client.

TDS: why clients pay you less

Businesses that pay you professional fees must deduct TDS – 10% of the fee (2% for technical services) once payments to you exceed ₹50,000 in the year, under section 393 of the Income-tax Act, 2025 (earlier section 194J). Individuals hiring you for personal work and foreign clients usually don't deduct. The tracker works out the TDS expected on each invoice and records what was actually deducted. That TDS is tax you have already paid: it appears in your Annual Information Statement (AIS) and Form 26AS and is claimed in your return – so check every client has filed it. The Pro edition reconciles your records with AIS client by client.

GST for freelancers

You need GST registration once your aggregate turnover from services crosses ₹20 lakh in a year (₹10 lakh in special-category states), and in some other cases. If you are registered, charge CGST + SGST to clients in your state and IGST to clients in other states, usually at 18% for professional services. Services exported to foreign clients can be supplied without IGST under a Letter of Undertaking (LUT), provided payment is received in foreign exchange. If you aren't registered, don't charge GST. The Summary keeps an eye on the ₹20 lakh limit for you.

Presumptive taxation and advance tax

Professionals with gross receipts up to ₹50 lakh (₹75 lakh if cash receipts are within 5%) can opt to declare 50% of receipts as income under the presumptive scheme (old section 44ADA) without maintaining full books. If your tax for the year, after TDS, is ₹10,000 or more, you must pay advance tax – in instalments of 15%, 45%, 75% and 100% by 15 June, 15 September, 15 December and 15 March, or all of it by 15 March under the presumptive scheme. The Pro edition estimates the tax and the instalments under the new regime. Confirm the details with your CA.

Free vs Pro

The free edition tracks invoices, payments, TDS and the year's totals. The Pro edition adds a printable invoice, the TDS vs AIS reconciliation and the advance-tax planner.

Written by Prakash Bagchi, finance professional and founder of PB Lab. Last reviewed .

Frequently asked questions

How much TDS is deducted on freelancer payments?

Usually 10% of the fee for professional services (2% for technical services) once payments from that client exceed ₹50,000 in the year, under section 393 of the Income-tax Act, 2025. TDS is on the fee, not on GST shown separately.

How do I claim TDS deducted by clients?

It appears in your AIS and Form 26AS against your PAN. Claim it as tax paid when you file your income-tax return; the Pro edition checks each client's TDS against AIS.

When does a freelancer need GST registration?

When aggregate turnover from services crosses ₹20 lakh in a financial year (₹10 lakh in special-category states), or in specific cases such as certain inter-state supplies.

Do I charge GST to foreign clients?

Export of services can be made without IGST under a Letter of Undertaking (LUT) if payment is received in foreign exchange. If you aren't registered, you don't charge GST at all.

What is presumptive taxation for professionals?

Professionals with receipts up to ₹50 lakh (₹75 lakh if cash receipts are within 5%) can declare 50% of receipts as income (old section 44ADA). Check eligibility with your CA.

When is advance tax due?

15% by 15 June, 45% by 15 September, 75% by 15 December and 100% by 15 March. Under the presumptive scheme, the full amount can be paid by 15 March.

How much does the Pro edition cost and how do I get it?

The Pro edition is ₹19 (regular price ₹99), a one-time payment through Razorpay by UPI, card, netbanking or wallet. You download the .xlsx file right after paying, and the download page works again later if you bookmark it. Pro adds: Invoice Print, TDS vs AIS, Advance Tax.

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Disclaimer: This template is a working aid, not legal, tax or accounting advice. Sample data is fictional. Laws, rates and thresholds change — verify them against the current Act, rules and notifications, or with a qualified professional, before relying on the results. PB Lab is not responsible for decisions made using this file.