See what actually sells
Know which products and services are moving instead of letting everything disappear into one revenue total.
Free business template
Sales Tracker
Template
Your sales total is the headline. The real story is underneath it.
Track what sold, where it sold, what customers paid and what is still outstanding. This free Sales Tracker turns individual transactions into a clearer view of the products, channels and payment patterns actually driving your revenue.
Free to use. No sign up required.
Sales Tracker
Business Name: Your Business Name
| Date | Order | Product | Channel | Sale | Paid | Balance | Status |
|---|---|---|---|---|---|---|---|
| 2026-09-01 | #1048 | Rose Cup | 3,800 | 3,800 | 0 | Paid | |
| 2026-09-02 | #1049 | Gift Set | Walk-in | 6,500 | 6,500 | 0 | Paid |
| 2026-09-03 | #1050 | Travel Mug | 4,200 | 2,000 | 2,200 | Partial | |
| 2026-09-04 | #1051 | Glass Set | TikTok | 8,400 | 8,400 | 0 | Paid |
| 2026-09-05 | #1052 | Wholesale | Direct | 12,000 | 5,000 | 7,000 | Partial |
| 2026-09-06 | #1053 | Storage Jar | Website | 2,900 | 2,900 | 0 | Paid |
Total Sales37,800
Collected28,600
Outstanding9,200
Know where revenue comes from
Compare sales across walk-ins, WhatsApp, social, marketplaces, your website and other channels.
Separate sales from collections
See what you sold, what customers have actually paid and what is still outstanding.
Catch weak spots earlier
Spot unpaid balances, falling order values and channels that create activity without enough revenue.
Keep payment methods visible
Compare M-Pesa, cash, bank, card and other payment methods with the sales they settle.
Template features
Your total sales number is not enough.
Give every transaction enough context to explain where the money came from, what has been collected and what still needs follow-up.
Detailed sales log
Product and quantity tracking
Sales channel tracking
Discount tracking
Payment method tracking
Paid versus outstanding
Automatic totals
Example entries to get started
Get started
Use it where you already work.
Google SheetsUse it online
Open the tracker in Google Sheets, record sales as they happen and keep the latest version available across your devices.
We’ll add the live Google Sheets link when it is shared.Microsoft ExcelDownload the spreadsheet
Download the Sales Tracker to Excel, work offline and keep a copy saved inside your existing business files.
We’ll add the Excel file when it is shared.Step by step
Turn individual sales into a picture you can actually use.
Record each sale
Add the transaction while the details are still clear, including the date, order number, customer, product and sale value.
| Sale details | Example |
|---|---|
| Date | 2026-09-01 |
| Order | #1048 |
| Sale | 3,800 |
Add the sales context
Record the product, quantity, channel and payment method so you can see what is actually creating the revenue.
| Sales context | Example |
|---|---|
| Product | Rose Cup |
| Channel | |
| Method | M-Pesa |
Separate sold from paid
Record how much the customer has actually paid. If there is a balance, keep it visible instead of treating the full sale as collected cash.
| Collection status | Example |
|---|---|
| Sale | 4,200 |
| Paid | 2,000 |
| Balance | 2,200 |
Review what is driving sales
Use the totals to compare revenue, collections and outstanding balances, then look deeper at products and channels.
| Sales summary | Example |
|---|---|
| Total Sales | 37,800 |
| Collected | 28,600 |
| Outstanding | 9,200 |
Useful for
Built for businesses that need more than a monthly sales total.
Retail shops
Track daily transactions, payment methods and the products carrying the most sales.
Online and social sellers
See sales across WhatsApp, Instagram, TikTok, websites and marketplaces without mixing every channel together.
Service businesses
Record services sold, customer payments and unpaid balances without building a complicated system.
Growing businesses
Build cleaner sales records before more products, staff and channels make weak record-keeping expensive.
Why the detail matters
Revenue is useful. Revenue you can explain is better.
A Sales Tracker records the transaction-level detail behind your top-line sales number: what was sold, through which channel, to whom, for how much and whether the money has actually been collected.
A sale can be real without being fully paid, profitable or easy to find later.
Keeping sold, paid and outstanding amounts separate helps you compare sales activity with collections and spot where follow-up is needed before a missed payment becomes a cash problem.
FAQ
Frequently asked questions.
Is this Sales Tracker free?
Yes. The Sales Tracker is free to use. You can use the Google Sheets version online or download the Excel version and keep your own copy.
What should I record for each sale?
At minimum, record the sale date, order or transaction number, customer, product or service, quantity, selling price, total sale value, sales channel and payment method. If the customer has not paid in full, also record the amount paid, balance outstanding and payment status.
Can I track M-Pesa, cash and bank payments separately?
Yes. Use the payment method field to separate M-Pesa, cash, bank transfer, card, COD and any other payment methods your business accepts. This makes it easier to compare your sales records with the money that actually reached each payment account.
Can I track unpaid or partially paid sales?
Yes. Record the full value of the sale separately from the amount already collected and the balance still outstanding. A 20,000 sale with only 8,000 paid should not look like 20,000 of cash received.
Can I track sales from different channels?
Yes. Create channel options for your shop, WhatsApp, Instagram, TikTok, website, Jumia, Shopify, wholesale, pop-ups or anywhere else you sell. Keeping channels separate helps you see which ones produce actual revenue.
Does the Sales Tracker calculate profit?
No. Revenue is not profit. To calculate profit properly you also need the costs attached to those sales and the other expenses required to run the business. Use the Profit & Loss Statement Template or Income & Expense Tracker for the broader financial picture.
Will the totals update automatically?
Yes. The template is designed with formulas that update total sales, money collected and outstanding balances as transactions are added. Review entries regularly because formulas can only be as reliable as the information entered.
How often should I update the Sales Tracker?
Daily is best for an active business. The longer you wait, the more likely you are to miss a payment status, forget a discount, mix up a channel or reconstruct a transaction incorrectly later.