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Free drywall payment tracker template (English + Spanish)

By James Grokman, CEO, TapeAndFloat · Updated 2026-10-29

A drywall payment tracker, or accounts receivable log, is one sheet with every invoice you've sent: who owes you, when it was sent, when it's due, what's been paid, what's still due, the retainage being held and when you last followed up. This free bilingual template has column headers in English and Spanish so the office can see in a few minutes which invoices are late and who needs a call or an email.

The column headers are in both languages. The EJEMPLO row is sample data with placeholders like [$ amount], not a real job or a real invoice. It works with the free drywall invoice template and pay application template: those are what you send, this tracker is how you make sure they get paid.

Why track every drywall invoice

• Late payments slip by. When invoices live in emails and a pile of paper, nobody notices one is past due until money is tight. A "Due date" column next to "Still due" shows it at a glance.
• Forgotten retainage. Retainage held on each job is easy to forget once the crew has moved on. The "Retainage held" column keeps it on the list until it's billed and paid.
• Invoices nobody followed up on. An invoice that was sent and never confirmed may be sitting in the wrong inbox. "Last follow-up date" and "Next follow-up date" make sure every unpaid invoice has a next step.
• Partial payments. When the GC pays part of an invoice, "Amount paid" and "Still due" show what's left, so the rest doesn't get lost.
• Extras that never got billed. If the crew did extra work, it should be on a change order and then on an invoice. Put the change order number in the notes so you can see it was billed.

The template

Download the bilingual CSV (opens in Excel or Google Sheets; one row per invoice).

How to use it

1. One row per invoice. Add a row the day the invoice or pay application goes out: job, client or GC, invoice number, date sent, amount and due date.
2. Write payments when they come in. Amount paid and date paid; "Still due" is the invoice amount minus what's been paid. Leave the row open until it's zero.
3. Keep retainage on its own column. Write the retainage held on each invoice so it doesn't disappear when the rest is paid.
4. Check past-due rows once a week. Sort by due date and look at every row past its due date with money still due. Pick a set day, like Monday morning.
5. Log every follow-up. Each email or call goes in "Last follow-up date" with who you talked to in the notes, and set the "Next follow-up date" so nothing waits forever.
6. Link change orders. Write the change order number in the notes on the invoice that bills it, so extras get billed and paid, not just done.

For Texas subcontractors with an unpaid invoice, see our guide to Texas lien deadlines.

Polite payment reminder email to the GC

A short, polite reminder in both languages. It uses "usted", the respectful form most offices use with a GC.

Asunto / Subject: Recordatorio de pago / Payment reminder: factura / invoice [INV-#] - [job]

Buenos días / Good morning, [name / nombre]:

Le escribo para dar seguimiento a la factura [INV-#] de esta obra. / I'm following up on invoice [INV-#] for this job.

Obra / Job: [job name and address / nombre y dirección]
Factura N.º / Invoice #: [INV-#]
Fecha de la factura / Invoice date: [date / fecha]
Fecha de vencimiento / Due date: [date / fecha]
Saldo pendiente / Still due: [$ amount / $ monto]
Incluye / Includes: [CO-# if any / CO-# si aplica]

¿Me puede confirmar que la recibió y para cuándo está programado el pago? Si le falta algún documento para aprobarla, con gusto se lo mando.
Could you please confirm you received it and when it is scheduled to be paid? If you need any document to approve it, I'm happy to send it.

Gracias / Thank you,
[name / nombre]
[company / compañía] - [phone / teléfono]

Payment phrases for the office and the GC

These phrases use "usted", the polite form most offices use with a GC or a client.

Related

• Drywall invoice template
• Drywall pay application template (schedule of values)
• Past-due invoice (glossary)
• Retainage (glossary)
• Change order template and guide
• All free drywall office templates

Frequently asked questions

What is a drywall payment tracker?

One sheet with every invoice you've sent: job, client or GC, invoice number and date, amount, due date, what's been paid and when, what's still due, retainage held, and the last and next follow-up dates.

Is this the same as an invoice?

No. The invoice is what you send to the GC. The payment tracker is the office's list of all the invoices sent, so you can see which ones are paid, which are still due and which are late.

How often should I check it?

Once a week is enough for most offices. Look at every row past its due date with money still due and make sure each one has a next follow-up date.

What do I write when the GC pays only part of an invoice?

Write the amount and date paid, and the rest stays in "Still due". Keep the row open and follow up on the balance like any other unpaid invoice.

How do I keep track of retainage?

Write the retainage held on each invoice in its own column. When the job is done, those rows show what retainage you still need to bill and collect.

Do I need TapeAndFloat to use this template?

No. The CSV is free and works in Excel or Google Sheets with no sign-up. TapeAndFloat is a separate AI office assistant that keeps jobs, crews and money straight in a Google Sheet and flags past-due invoices, so payments nobody has followed up on stand out.

Want help keeping up with who owes you?

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¿Prefiere español? Plantilla de control de pagos de drywall.