Free download
Online order tracker
Add orders, update payment and fulfilment, and export a backup. Totals and balances update automatically. Orders are saved only in this browser on this device; clearing browser data removes them. Private browsing may not retain them.
Your orders
| Reference | Date | Customer | Item | Total | Paid | Balance | Payment | Fulfilment | Actions |
|---|
Automatic calculations
Total = quantity multiplied by unit price, plus delivery charged. Balance = total minus amount paid. A negative balance means an overpayment. Payment status is calculated independently of fulfilment. Amounts are calculated in cents to avoid fractional-cent errors.
Changing an order to cancelled does not reverse its amounts automatically. Record refunds separately in your payment records and update this register to match. The summary includes all orders, including cancelled ones, and shows order value rather than accounting revenue.
Downloads and worked example
A simple CSV order register for a seller handling orders through messages or a storefront. Open it in Excel, Google Sheets, or another spreadsheet application.
Example: three orders at different stages
These fictional orders show why payment and fulfilment need separate statuses. An order may be paid but still awaiting collection, or partially paid and not ready to dispatch.
| Order | Customer | Total | Paid | Balance | Payment | Fulfilment |
|---|---|---|---|---|---|---|
| SN-001 | Example customer A | R300 | R300 | R0 | Paid | Awaiting collection |
| SN-002 | Example customer B | R180 | R90 | R90 | Partially paid | Not dispatched |
| SN-003 | Example customer C | R250 | R250 | R0 | Paid | Delivered |
Set up your register
- Download the blank file and open it in your spreadsheet application. Save a working copy in that application's normal format so you can keep formatting and any formulas you add.
- Give each order a unique reference. Put the same reference in the customer conversation and payment record.
- Record quantity, unit price and delivery charged. Total = quantity multiplied by unit price, plus delivery charged. Balance = total minus amount paid.
- Update payment status after checking your payment provider or bank record. A customer screenshot alone is not confirmation that funds have arrived.
- Record fulfilment separately: not dispatched, preparing, awaiting collection, in transit, delivered, or cancelled. Add the next action and a due date.
What is included in the downloads?
The blank CSV contains column headings only. The example contains three fictional records with calculated totals and balances. The downloads are static snapshots without spreadsheet formulas. The online tracker above calculates totals and balances whenever you save changes; exported values reflect that calculation.
A five-minute end-of-day check
Review orders with outstanding balances, then orders that are paid but not delivered. Confirm which need a customer reply, stock preparation, or a delivery booking. Check cancelled orders for any refund that still needs action. Keep payment references so you can reconcile the register with actual receipts.
Protect your customer records
Record only the information you need to fulfil the order. Restrict access to the working file and avoid sharing a public spreadsheet containing names, contact details, or addresses. The downloads on this page contain no real customer data.
Check your selling price or ask about an order workflow for your business.