Business banking · 2 October 2026
Vendor Payment Format in Excel: Free Template with TDS
A vendor payment format is a sheet that tracks each vendor invoice from receipt to payment: vendor details, invoice number and date, amount, TDS, net payable, due date, approval, payment status and the bank reference (UTR). Keeping it in one sheet helps you pay on time, deduct TDS correctly and reconcile every payment.
Columns in the vendor payment format
- Vendor name, vendor code, GSTIN and PAN.
- Invoice number, invoice date and invoice amount.
- TDS rate and TDS amount, and the net payable after TDS.
- Due date, so you can sort by what is due next.
- Bank account number, IFSC and payment mode.
- Approved by and status, for a simple maker-checker record.
- Paid on and UTR or reference number, for reconciliation.
How to use the template every week
- Add each invoice the day it arrives.
- Sort by due date and get approvals for what is due in the next 7 days.
- Pay approved invoices together as one bulk payment.
- Fill in the paid date and UTR from your bank's status report.
- Filter by status to see what is still pending.
Getting TDS right
TDS applies to many vendor payments, such as contractors and professional services, and the rate depends on the type of payment and the vendor. Check the rate that applies to each vendor, deduct it before paying, and deposit it on time. The template calculates net payable from the TDS amount you enter.
When to move beyond Excel
A spreadsheet works for a few vendors. As invoices grow, a vendor payment tool that captures invoices, routes approvals, calculates TDS and pays from your bank account saves hours and avoids missed or duplicate payments.
Frequently asked questions
What is a vendor payment format?
It is a sheet or form that records each vendor invoice and its payment: vendor and bank details, invoice amount, TDS, due date, approval, status and the bank reference number.
How do I calculate net payable to a vendor?
Net payable is the invoice amount minus TDS and any other agreed deductions. The template does this from the TDS amount you enter.
How can I avoid paying the same invoice twice?
Record every invoice number once, mark it Paid with the UTR as soon as the payment succeeds, and check the sheet before each payment run.