What to include in a seller-financing payment tracker
Record the note's starting principal, annual interest rate, agreed day-count convention, required payment, and due date. Record each actual receipt separately with the payment date, total paid, amount applied to interest, amount reducing principal, remaining principal, and any fees or corrections.
A worked payment example
Suppose a seller-financed note has $120,000 principal, a 7% annual rate, and monthly interest of 7% ÷ 12. The first month's interest is $700. If the buyer pays $1,000, the payment allocates $700 to interest and $300 to principal. The new principal is $119,700. Repeat with the loan terms and actual payments, not assumptions about receipt dates.
| Payment | Received | Interest | Principal | Ending principal |
|---|---|---|---|---|
| 1 | $1,000.00 | $700.00 | $300.00 | $119,700.00 |
How to use a tracker without losing your audit trail
- Record original note terms and any written amendments.
- Add each payment on the actual date received.
- Keep fees and adjustments separate from principal and interest.
- Reconcile bank deposits to the ledger monthly.
- Keep a copy of year-end borrower statements and any corrected entries.
Download a free sample ledger CSV. It is a demonstration template, not a contractual amortization schedule.
When a spreadsheet stops being enough
For multiple notes, partial payments, annual interest totals, or repeated borrower statements, Private Loan Manager for Windows offers an ongoing workflow. Use the free payment history statement generator for a one-time printable report.
Repeatable Windows software
Evaluate programs designed to save and document recurring work.
Browse Windows software →Updated October 24, 2026