How to Track Daily MCA ACH Payments (Free Template)
Your MCA funder debits your account every business day. Here's a simple free spreadsheet to track each ACH, your paid-to-date, and your estimated remaining balance — including stacked advances.
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- how to track daily ach payments merchant cash advance
- Your MCA funder debits your account every business day
If you took a merchant cash advance (MCA), money probably leaves your bank account every business day.
It's easy to lose track. One week you know exactly where you stand. The next, you're guessing.
This guide shows you how to track those daily payments yourself — with a simple spreadsheet you can copy for free.
What is a daily remittance?
A remittance is the payment your funder collects from you to pay back the advance.
With most MCAs, it works like this:
- The funder gives you a lump sum (the advance).
- You agree to pay back a larger amount (the advance × a factor rate, like 1.3 or 1.4).
- They collect it in small pieces — usually a daily or weekly ACH debit from your business bank account.
Example:
- Advance: $10,000
- Factor rate: 1.35
- Total to pay back: $13,500
- Daily ACH: $250
That $250 comes out every business day until the $13,500 is paid (or until you pay off early, if your contract allows it).
Some funders take a percentage of card sales instead of a fixed amount. Either way, the money still shows up as a debit in your bank account — and that's what you'll track.
Why track it yourself?
Your funder has their own numbers. But you should have yours too.
Tracking daily ACH payments helps you:
- Know tomorrow's debit before it hits, so you don't overdraft.
- See how much you've paid without calling anyone.
- Estimate what's left so you can plan cash flow.
- Catch mistakes — like a double debit, or a payment after you thought you were done.
- Stay sane with multiple advances hitting the same account.
It takes about five minutes a week once it's set up.
The free MCA ACH tracker template
Open Google Sheets or Excel and create these six columns:
| Column | What goes in it |
|---|---|
| Date | The day the ACH debit hit your bank |
| ACH amount | How much was taken that day |
| Running paid-to-date | Total paid so far on this advance |
| Estimated remaining | Payback amount minus paid-to-date |
| Notes / funder name | Who took it, plus anything unusual |
| Stack # | 1, 2, 3… if you have more than one advance |
Example rows (fake data):
| Date | ACH amount | Running paid-to-date | Estimated remaining | Notes / funder name | Stack # |
|---|---|---|---|---|---|
| Nov 2 | $250 | $250 | $13,250 | Funder A – daily | 1 |
| Nov 3 | $250 | $500 | $13,000 | Funder A – daily | 1 |
| Nov 3 | $180 | $180 | $8,820 | Funder B – first debit | 2 |
At the top of the sheet (or on a second tab), write down for each advance:
- Funder name
- Advance amount
- Factor rate
- Total payback (advance × factor)
- Start date
- Expected daily or weekly payment
How to log payments from your bank transactions
You don't need anything fancy. Your bank statement already has everything.
Step 1: Find the debits. Log into your business bank account. Search transactions for the funder's name. MCA debits often show a company name, "ACH DEBIT," or a short code.
Step 2: Add one row per debit. Enter the date and amount. Don't combine days — one debit, one row. It makes errors easier to spot.
Step 3: Update paid-to-date. Add today's ACH amount to the previous running total for that same advance.
In Google Sheets, a simple version looks like:
= previous paid-to-date + this ACH amount
Step 4: Update estimated remaining. Subtract paid-to-date from the total payback amount (more on this below).
Step 5: Note anything weird. Missed debit? Bounced payment? Larger amount than usual? Write it in Notes. You'll want that record later.
Tip: Pick one day a week — say Monday morning — to catch up. Or do it daily if you have tight cash.
How to estimate your remaining balance
Here's the basic math:
Estimated remaining ≈ (factor rate × advance) − paid-to-date
Using our example:
- $10,000 × 1.35 = $13,500 total payback
- Paid so far: $3,000
- Estimated remaining: $10,500
Important caveat
This is an estimate, not your official payoff.
Your funder's actual payoff number may be different because of:
- Early payoff discounts (some contracts offer them)
- Fees for returned or missed payments
- Adjustments if your payment is based on a percentage of sales
- How they apply payments on their side
Before you pay off, refinance, or take another advance, always ask your funder for a written payoff letter. Use your tracker to check their number makes sense — not to replace it.
Tip: tracking stacked advances
"Stacking" means having more than one MCA at the same time. It's common — and it's where tracking gets messy fast.
A few habits that help:
- Give each advance a Stack #. Stack 1, Stack 2, etc. Keep the number the same for its whole life.
- Keep a separate running total per stack. Don't add Funder B's payments to Funder A's paid-to-date.
- Add a daily total. Sum all ACH debits by date so you can see what really leaves your account each day. Two "small" payments can add up to a big one.
- Use a filter or separate tabs. Filter by Stack # to see one advance at a time.
- Mark the end date. When one advance is paid off, note it — and watch for any debits after that date.
If your total daily debits are growing faster than your daily deposits, your tracker will show it early. That's the point.
Common mistakes to avoid
- Only checking your bank balance. Balance tells you what's left, not where it went.
- Trusting memory. "I think I've paid about half" is not a plan.
- Mixing advances together. Always separate by Stack #.
- Treating your estimate as the payoff. Always confirm with the funder.
Related guides
- Daily ACH MCA payment tracker (expected vs. actual debits)
- How to calculate your remaining MCA balance
- How to organize stacked MCA payments
- What is a factor rate?
Want this done for you?
A spreadsheet works. But it only stays accurate if you keep updating it.
Funding Tracker is built for merchants who want every remittance, remaining balance, and stacked advance in one place — without manual entry every week.
- See every daily ACH on one timeline
- Track estimated remaining balance per advance
- Keep stacked advances separate and clear
Want a quick number first? Try the free MCA calculator, or see the demo.
👉 Sign up at fundingtracker.app
Disclosure: Funding Tracker is not a lender, broker, or funder. We don't provide financing or financial advice. We help merchants track advances they already have. Always confirm balances and payoff amounts directly with your funder.