FREE DOWNLOAD · GENERAL ORDER FORMS

Free Printable Order Tracker Spreadsheet

Follow each small-business order from confirmation through payment and collection.

This order tracker spreadsheet is a general version for small businesses. Record customer, item, quantity, total, deposit and due date; the balance calculates automatically. Choose a payment and order status from dropdowns, then use the summary tab to total quantities by item and due date.

Excel workbookPrintable PDFA4 + US Letter

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Paper size A4 US Letter

Printable PDFA4 36 KB · US Letter 35 KB Excel workbook15 KB · 1 page

Free for personal and business use. Please do not resell or redistribute the template. Read the full licence.

FIRST-PAGE PREVIEW

See what is included

This preview shows the first page of the blank order tracker spreadsheet. Download it to print or edit, then add your items, prices and order terms.

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First-page preview of the free printable order tracker spreadsheet, including order number, date, customer and order details.

Open the full preview ↗

PAPER AND FILE OPTIONS

Choose your paper size and format

Use A4 in Australia and most regions, or US Letter in the United States and Canada. PDFs are ready to print; fillable PDFs support typing; Word and Excel files are editable.

FORM CONTENTS

Fields included in this form

Review the fields first. Rename or add details in the editable file, then check the layout before printing.

Orders

Order no.
Date
Customer
Contact
Items
Qty
Total
Deposit
Balance
Payment status
Due date
Order status
Notes

Summary

Totals by item
Totals by due date

PRINT OR EDIT

How to use this order tracker spreadsheet

Print and fill by hand

Print the Orders tab in landscape if you need a paper register.
Write one product line per row and repeat the order number when needed.
Check the Summary tab before preparing or handing over orders.

Fill it in digitally

Enter order details in the Orders tab and choose statuses from the dropdowns.
Add item names and due dates to the Summary tab to calculate group totals.
Save a backup copy before making bulk edits.

BEFORE YOU SHARE IT

What to include on a order tracker spreadsheet

Use one row for each product line so quantity totals stay meaningful.
Enter a deposit separately from the full order total.
Use the payment dropdown for unpaid, part paid or paid.
Update the order status as work moves from new to collected.
Use the summary tab to group item quantities and due dates.

ORDER-TAKING TIPS

Make this form work for your batch

A general spreadsheet tracker with balance formulas, status dropdowns and item and due-date totals. Confirm each option, cut-off and handover detail before sharing it.

Keep order numbers unique within each workbook.
Do not type over the balance formula cells.
Enter a due date consistently so the summary can group it.

For food, verify ingredients, allergens, storage and local requirements.

EDIT BEFORE USE

Sample order terms

Example terms, edit to suit your business. Keep the workbook private, verify payment status from your records and retain customer details only as needed for your process.

Replace the sample text with your own payment and collection policy.

PAPER OR ONLINE

When a printable form is a good fit

Paper suits phone and in-person orders. Store completed copies securely.

A paper form captures one customer's details at a time; an online page keeps reservations in a shared order list.

Free online orders are paid at pickup; sellers can download emails, orders, batches, items, prep lists and discount codes. Stripe payments and automated email-outs are planned paid features, not live yet.

See the matching online ordering guide ↗

Create a free online preorder page

COMMON QUESTIONS

Frequently asked questions

How does the balance column work?

The balance formula subtracts the deposit from the total once both amounts are entered. Leave the formula cells untouched and use the deposit field for the amount already received. Keep the choice with the related customer and product details before confirming.

What order statuses can I choose?

The dropdown includes New, Confirmed, In progress, Ready, Collected and Cancelled. Update the status as the order changes, and use Payment status separately for Unpaid, Part paid or Paid. Keep the choice with the related customer and product details before confirming.

What does the Summary tab calculate?

Enter an item name or due date in its summary rows to calculate matching quantities and order counts. The summary is a working tally, so use consistent item names and dates in the Orders tab.

Is this template free to use?

Yes. This template is free for personal and business use. Print copies, edit it and add your branding. Do not resell or redistribute the blank template; read the full licence linked on this page.

Which formats and paper sizes are included?

Download this order tracker spreadsheet as Excel (.xlsx), PDF. PDF and Word files include A4 and US Letter options. Excel workbooks default to A4; adjust paper size in your spreadsheet's page setup before printing.

Prefer to collect preorders online?

Set a limited batch, share one link and keep free orders together for pickup.

Start your own store

Free template from Preorder Form · take orders online free at preorderform.com