How to Track Customer Debts: Notebook vs Excel vs App
Last updated: 5 October 2026 · 5-minute read
Short answerThe simplest way to track customer debts is one record per customer showing the date, item, amount owed, payments and balance. A notebook works if only a few customers owe you. Excel works if you're comfortable with a computer. A phone app works best if many customers owe you and you want balances calculated automatically, plus payment reminders.
What to record every time
- The date of the debt or payment
- The customer's name, written the same way every time
- The item or description (e.g. "nasi lemak x10")
- The amount owed and amount paid, in separate columns
- The customer's current balance
- The promised payment date, so you know when to follow up
Comparison: notebook, Excel or app?
| Notebook (buku 555) | Excel / Google Sheets | Phone app | |
|---|---|---|---|
| Cost | Almost free | Free (Google Sheets) or already owned | Some free, some paid |
| Balance calculation | By hand, easy to get wrong | Automatic if formulas are right | Automatic |
| Backup | None: lose the book, lose the records | Yes, if saved to the cloud | Usually stored in the cloud |
| Payment reminders | None | None (you must remember) | Available in most apps |
| Speed when busy | Fast, but handwriting gets messy | Slow on a phone | Fast, especially with voice entry |
| Best for | Fewer than 10 customers on credit | People who use a computer daily | Many customers on credit, running the business from a phone |
Option 1: A notebook
Cheap, and everyone knows how to use it. The problems: you calculate balances by hand, handwriting gets unclear, and if the book is lost or gets wet, every record is gone. If you choose a notebook, use a consistent layout. Our free debt ledger template prints straight away.
Option 2: Excel or Google Sheets
Balances can be calculated automatically with a SUMIF formula, and files can live in the cloud. The downsides: typing on a phone while customers queue is slow, and there are no payment reminders. Our template also comes as an Excel version that calculates every customer's balance automatically.
Option 3: A phone app
A debt-tracking app keeps a ledger for each customer, calculates balances automatically and usually includes payment reminders. Before choosing one, check:
- Is it in a language you're comfortable with (Malay or English)?
- Can you record quickly when you're busy?
- Is your data private and backed up?
- What does it cost after the free period, and can you export your data?
TambahTolak is one option: just say "Kak Ros owes 20 ringgit" and it's recorded in Kak Ros's ledger, with the balance calculated automatically and payment reminders. It works in Malay and English. It costs from RM25/month, or RM179 for your first year, after a 30-day free trial.
5 tips so debts don't "disappear"
- Record it at the moment of the sale, not at night.
- Set a credit limit per customer (e.g. RM50 maximum).
- For larger amounts, ask the customer to sign or send a confirmation message.
- Review the list every week and politely ask anyone who's late.
- Never erase old entries. Record payments as new lines.
Need words to ask for payment without awkwardness? Read how to remind customers to pay.
Try TambahTolak free for 30 days, with no credit card.
Try It FreeFrequently asked questions
What is the easiest way to track customer debts?
Keep one record per customer showing the date, item, amount owed, payments and balance. A notebook suits a few customers, Excel suits computer users, and a phone app suits many customers on credit.
Is there a free debt ledger template?
Yes. TambahTolak offers a free debt ledger template as a printable PDF and an Excel file with automatic balances at tambahtolak.com/en/free-debt-ledger-template/.
How do I stop customers forgetting to pay?
Set a credit limit, note a promised payment date, record debts immediately and review the list weekly. Apps like TambahTolak can set payment reminders.