What statuses does a request have?

New, pending approval, approved, rejected, paid, postponed. You change the status as the request moves through approval.

How does the payment calendar work?

It shows, day by day for two weeks ahead, the amounts of approved requests and requests pending approval, as well as the total overdue amount.

How are limits controlled?

A monthly limit is set for each category. The spreadsheet compares it with paid and planned requests and shows the remaining amount, in red if the limit is exceeded.

Can I change the statuses?

The statuses are fixed, but you decide the approval order yourself. The other lists (departments, categories, approvers) are editable.

No. The file works in Excel 2007 and later and in LibreOffice, and all calculations use ordinary formulas.

← All templates

Payment Register and Payment Requests with Approval — Excel Template

Log of payment requests with approval statuses, due dates, a traffic light, a 14-day payment calendar and budget limit control by category.

≈ $4.89

390 ₽

Blank template + filled-in example · Excel 2007+, LibreOffice, Google Sheets

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What it is for

When payment requests come in from different departments, it is easy to lose an urgent one, pay twice or go over budget. Here each request is one row: category, amount, due date, approver and status, and the spreadsheet shows overdue payments, builds a payment calendar and calculates the remaining limit for each category.

What is inside

"Lists": expense categories with monthly limits, departments, approvers.
"Requests": up to 1200 requests: department, counterparty, basis, category, amount, due date, approver, status, payment date, payment slip number, priority, traffic light.
"Payment calendar": what to pay each day over the next 14 days, and what is overdue.
"Summary": totals by status, limits and spending by category for the month, charts.

Who it is for

Accountants, finance managers and executives who approve payments, and small organizations, institutions and sole traders where requests are collected from several departments.

What you get

The package contains a blank spreadsheet and a filled-in sample with fictional data, so you can see how the formulas and checks work. It is a spreadsheet built on ordinary formulas, not accounting software. All fixes and new versions of the project are free.

Compatibility

Excel 2007 and later, LibreOffice. No macros. The file is in English. Thresholds and standard values are kept in the lists: check them against your local rules before use. The calculation is approximate.

📘 How to Keep a Payment Request Register with Approval in Excel

Questions and answers

What statuses does a request have?: New, pending approval, approved, rejected, paid, postponed. You change the status as the request moves through approval.
How does the payment calendar work?: It shows, day by day for two weeks ahead, the amounts of approved requests and requests pending approval, as well as the total overdue amount.
How are limits controlled?: A monthly limit is set for each category. The spreadsheet compares it with paid and planned requests and shows the remaining amount, in red if the limit is exceeded.
Can I change the statuses?: The statuses are fixed, but you decide the approval order yourself. The other lists (departments, categories, approvers) are editable.
Do I need macros?: No. The file works in Excel 2007 and later and in LibreOffice, and all calculations use ordinary formulas.