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Subscription Tracker
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Created by Prosubs · www.theprosubs.com
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A free template to keep track of your subscribers, renewals and payments, all in one place.
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TIRED OF UPDATING THIS LIST BY HAND?
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Let Prosubs track it for you.
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This sheet works, but you still type every payment and chase every renewal yourself. With Prosubs, you share one payment link and your customers, payments and renewals are tracked in one place. No spreadsheet. No manual chasing.
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✓ Payment linksOne offer, one link. Share it on WhatsApp, Instagram, email or your site.
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✓ Payment trackingKnow who's paid and who hasn't, without digging through chats or spreadsheets.
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✓ Renewal remindersKnow who's due and send timely reminders, so you stop chasing renewals.
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✓ Customer managementSee who bought, what they bought, when they paid and what's coming next.
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✓ One-time or recurringSell one-time offers as well as recurring ones.
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Start free →Free to start. Set up your first offer in minutes at www.theprosubs.com
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What each tab is for
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How to UseYou are here. Read this once, then you can hide this tab if you like (right-click the tab > Hide).
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SubscribersYour main list. One row per subscriber or client: who they are, which plan they are on, when they last paid and when their next renewal is due. Status updates automatically.
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PlansYour packages and prices (for example Monthly Coaching, Weekly Accountability). The Plan dropdown on the Subscribers tab reads from this list, so set up your plans here first.
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PaymentsA simple log of every payment you receive. Each payment adds to the subscriber's 'Total Paid' and to your revenue numbers on the Dashboard.
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DashboardYour summary at a glance: how many subscribers are active, due soon, overdue or cancelled, your estimated monthly recurring revenue, revenue this month, and revenue by plan. You never type on this tab.
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Colour legend: what to fill in vs. what fills itself
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Type hereOff-white cells under a dark (ink) header are for you to fill in.
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Auto-calculatedLight terracotta cells under a terracotta header, marked '(auto)', contain formulas. Please don't type over them; they fill themselves in.
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EXAMPLE rowsRows that say 'Example Client' or 'EXAMPLE' are sample data so you can see how everything works. Their dates are set relative to today so the colours always show. Delete them (or type over them) when you're ready.
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Getting started (5 minutes)
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Step 1: Add your plansGo to the Plans tab. Type each package name, its price and choose the billing cycle (Weekly, Monthly, Quarterly, Yearly or One-time). Delete the example plans you don't need.
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Step 2: Clear the examplesOn Subscribers and Payments, select the example rows' off-white (type-here) cells and press Delete. Only clear those cells; the light terracotta formula cells will go blank on their own.
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Step 3: Add subscribersOn Subscribers, fill the first empty row (see below). Do this for each client.
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Step 4: Log paymentsEach time someone pays, add a row on the Payments tab and update their Last Payment Date on Subscribers.
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Step 5: Check the DashboardOpen the Dashboard to see your numbers update automatically.
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How to add a new subscriber
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1. Subscriber IDGive each person a short unique ID, for example SUB-007. Keep it unique: the Payments tab uses it to match payments to people.
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2. Their detailsType their Full Name, Email and Phone/WhatsApp number.
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3. Plan / PackageClick the Plan cell and pick from the dropdown. Price and Billing Cycle fill in automatically from the Plans tab.
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4. DatesEnter their Start Date and the date of their most recent payment (Last Payment Date). Type dates like 05-Nov-2026 or 2026-11-05. If Last Payment Date is empty, the Start Date is used.
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5. Payment MethodPick how they pay: Bank transfer, Card, Prosubs link, Cash or Other.
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Done!Next Renewal Date, Days Until Renewal, Status and Total Paid are calculated for you. The sheet is ready for up to 500 subscribers.
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How to record a renewal or payment
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1. Log itOn the Payments tab, fill the next empty row: Date, pick the Subscriber ID from the dropdown (their name and plan appear automatically), Amount, Method, and a Reference (e.g. your bank or payment-link reference).
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2. Update the subscriberOn the Subscribers tab, change their Last Payment Date to the new payment date. Their Next Renewal Date moves forward and their Status goes back to Active.
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CancellingIf someone cancels, choose 'Yes' in the Cancelled? column. Their status becomes Cancelled and they stop counting towards your recurring revenue. Keep the row for your records.
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How the status colours work
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ActivePaid up. The next renewal is more than 7 days away (one-time packages also show as Active).
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Due soonRenewal is due within the next 7 days. A good time to send a friendly reminder.
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OverdueThe renewal date has passed and no new payment date has been entered. Follow up, then update Last Payment Date once they pay.
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CancelledYou marked Cancelled? = Yes. This always overrides the other statuses.
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Choose planYou've added a name but haven't picked a plan yet.
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Filtering and sorting
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FilterThe header row on Subscribers and Payments has filter arrows. Click the arrow on Status and tick only 'Due soon' or 'Overdue' to get your follow-up list. Clear the filter to see everyone again.
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SortClick the arrow on Days Until Renewal and choose 'Sort smallest to largest' (Excel) or 'Sort A to Z' (Google Sheets) to see who renews first. Always sort the whole table using the filter arrows so each row stays together.
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Changing the currency
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Default: Naira (₦)Prices and amounts are formatted in Naira.
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To change itSelect the money columns (Price on Plans and Subscribers, Amount on Payments, Total Paid, and the money figures on the Dashboard).
Excel: Home > Number Format > More Number Formats > Currency, then choose your symbol.
Google Sheets: Format > Number > Custom currency, then choose your currency.
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Tips
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Check weeklyOpen the Dashboard once a week (Monday morning works well) to see who is due soon or overdue.
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Follow up earlyMessage 'Due soon' subscribers a few days before their renewal. A short, friendly WhatsApp reminder goes a long way.
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Log every paymentLog every payment on the Payments tab, even small ones, so your revenue numbers are accurate.
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Google SheetsTo use this in Google Sheets: open Google Drive > New > File upload, then open the file and choose File > Save as Google Sheets.
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Back it upKeep a copy. In Google Sheets, File > Make a copy. In Excel, save a dated copy each month.
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Want payments, renewals and subscriber tracking done for you? Try Prosubs at www.theprosubs.com
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