Debtors Ledger Template (Free Template)
Use this debtors ledger template to track every customer who owes you, how much, and how long the debt has been outstanding, so you chase money before it ages into bad debt.
| Customer | Invoice/date | Amount (KES) | Paid (KES) | Balance (KES) | Days outstanding | Follow-up |
|---|---|---|---|---|---|---|
| Acme Ltd | INV-301, 20/05 | 40,000 | 20,000 | 20,000 | 24 | Called, promised 30/06 |
| Mama Jane | 01/06 | 3,500 | 0 | 3,500 | 12 | Reminder sent |
| ... | ... | ... | ... | ... | ... | ... |
Example rows shown. Download the CSV for a blank version to fill in, or open it in Excel or Google Sheets.
How to use the debtors ledger template
- 1Record every credit saleWhen you sell on credit, record the customer, amount and date here immediately.
- 2Update paymentsAs customers pay, update the paid amount and the balance.
- 3Track the ageWatch the days outstanding. The older a debt, the harder it is to recover.
- 4Follow up on a routineChase the oldest and largest balances first, and record each follow-up.
- +Set clear credit terms before you give credit.
- +Chase debt early; old debt rarely pays.
- +A few follow-ups a day beats an occasional big push.
Frequently asked questions
A debtors ledger tracks every customer who owes you money, how much, and how long the debt has been outstanding. It is what lets you collect credit sales before they age into bad debt.
Because debt ages badly. The longer an amount is owed, the less likely it is to be paid. Watching the days outstanding tells you which debts to chase first, before they go bad.
Set clear credit terms upfront, record every credit sale, and follow up on a routine, chasing the oldest and largest balances first. A few follow-ups a day recovers cash faster than an occasional big push.
Only what you can afford to wait for, and only to customers who have shown they pay. Uncontrolled, untracked credit is what turns into bad debt and starves your cash flow.
Veira tracks credit sales and outstanding balances per customer, so you know exactly who owes what and for how long, and your collection targets are based on real balances.
Veira records sales, stock and payments automatically, so this runs itself. From KES 2,999 a month, with a free terminal.