Track payment applications in a free Excel sheet.
Keep applied, certified, retention recorded and paid values visible across valuation periods. Add your own expected-payment and follow-up dates. No account required.
Free to preview · No account requiredA practical payment application tracker for subcontractors
The workbook gives you 50 blank application rows, a status dropdown, simple commercial totals and two calculated visibility fields: applied less certified, and certified less recorded paid. It also includes spaces for the certificate or assessment reference, expected payment date, follow-up date and next action.
No email gate. The workbook opens locally in Excel-compatible spreadsheet software and remains under your control.
What the free workbook tracks
Use one row per application or valuation period. Record the project, application number, valuation date, applied value, certified value, retention recorded, amount paid, the dates you use internally and the next action. Conditional formatting highlights overdue follow-up dates and certified amounts that remain recorded as unpaid.
What it deliberately does not calculate
Payment timetables depend on the relevant contract and circumstances. The workbook does not calculate contractual or statutory due dates, payment-notice deadlines, pay-less-notice deadlines, entitlement or sums payable. Enter dates from your own contract/process and keep the underlying applications, certificates, notices and evidence.
Use the spreadsheet first. Upgrade only when the chasing outgrows it.
Free Excel: one local workbook for applied, certified, retention, paid and follow-up figures. You keep the file and manage the supporting records yourself.
CertKeep Pro · £12/month or £120/year: save payment applications against live projects, link them to variations and supporting dayworks, keep private evidence with the source dayworks, record assessment differences and retention follow-up, and print a support summary that indexes the records behind the application.
The saved workflow is for the point where reconstructing the commercial trail from spreadsheets, PDFs, photos and messages is costing more time than keeping the links together as the job develops.
Launch offer: enter LAUNCH20 in Stripe Checkout for 20% off the first invoice while available. CertKeep is an organisational tool, not legal or contractual advice. Check the relevant contract, notices, certificates and your own commercial procedures.