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Free Customer Credit Tracker (Excel, KES): credit limits and ageing analysis

Giving credit is how wholesalers win customers, and how they go under when it is not controlled. This free credit tracker keeps it safe: give each customer a limit, log every credit sale and every payment, and it works out each balance and splits it into an ageing analysis, current, 1-30, 31-60, 61-90 and 90-plus days overdue against today.

Choose free basic or KES 500 premium · opens in Excel or Google Sheets
Prefer Google Sheets? You don't need Microsoft Excel →
  1. Download the file above.
  2. Open Google Drive, then New → File upload and choose the file.
  3. Right-click it in Drive → Open with → Google Sheets. It becomes a fully editable Google Sheet — every formula and tab intact — and works on your phone too.

The .xlsx format opens free in Google Sheets, LibreOffice, or Excel for the web — no paid software required.

What's inside

  • A credit limit per customer with an over-limit flag in red
  • Invoices and payments logged, with outstanding balances worked out
  • Ageing split into current, 1-30, 31-60, 61-90 and 90-plus days
  • 90-plus overdue and over-limit customers flagged red automatically
  • KES throughout; only the yellow cells accept typing
  • Works in Excel, WPS or Google Sheets, on a phone too

The tabs

  • Start Here (guide)
  • Customers
  • Invoices
  • Payments
  • Ageing Analysis
  • Summary

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

Basic vs Premium

The free version does the job. The premium does more of it.

The free basic workbook above is a complete, formula-driven template you can use forever. The premium upgrade adds the extras that turn record-keeping into a management tool.

Basic — Free

  • The core sheets and formulas, in KES
  • Works in Excel or Google Sheets, on your phone
  • Yours to keep, no sign-up

Premium — KES 500

  • An ageing dashboard with balances by bucket and top debtors, drawn as bars
  • A printable A4 statement of account for any customer
  • A live over-limit and 90-plus overdue check per customer
  • Kiswahili labels alongside English (Deni, Salio, Mteja)
Get Premium — KES 500 · Excel (.xlsx) ↓Pay once via M-Pesa (Kenya) · yours to keep · opens in Excel or Google Sheets

On Customers, set each credit limit and their balance, 90-plus overdue amount and a status flag fill in on their own. On Invoices, log each credit sale with its due date and any amount paid, and the outstanding, days overdue and ageing bucket work themselves out. On Payments, keep your receipt history as money comes in.

The Ageing Analysis splits every balance by how overdue it is, and anyone over their limit or with 90-plus overdue is flagged red so you act before a debt goes bad. Yellow cells are your only inputs. The premium version adds an ageing dashboard with bars and a printable A4 statement of account per customer. Opens in Excel, WPS or Google Sheets.

Do it online instead

Track credit and collections with Biashara Yangu

Open the free tool →

Custom work

Need a template made just for you?

Can't find the exact workbook, or want one branded and built around how your business actually runs? We build custom Excel & Google Sheets — bespoke financial models, dashboards, sector trackers, data clean-up and automation. Need it in English or Kiswahili, or another language? Just ask. Tell us what you need and we'll quote.

Request a custom template or Excel service →Email info@leadafrik.com

Frequently asked questions

Is the basic version free?

Yes. The basic credit tracker is free to download and keep. The premium upgrade, with an ageing dashboard and a printable statement of account, is an optional KES 500.

How is the ageing worked out?

Each invoice has a due date, and the sheet compares it against today. The outstanding amount is placed in current, 1-30, 31-60, 61-90 or 90-plus days overdue, so you see at a glance which debts are getting old.

Does it warn me when a customer goes over their limit?

Yes. When a customer's balance owed passes the credit limit you set, their balance and status turn red, and any 90-plus overdue amount is flagged too, so you can hold further credit until they pay down.

Tools & templates you may need

Sales & Invoicing System →Daily Cash Flow Tracker →Business Profit Dashboard →Wholesale Inventory Management →Stock Reorder Calculator →Purchase Order Tracker →Supplier Management System →Delivery & Dispatch Log →VAT & Tax Tracker →Biashara Yangu — free shop-books app →All templates →

Available in English, with Kiswahili labels in the premium version. Need it in another language, or a custom build? Email info@leadafrik.com.