Aquarium Service Business Tracker for Google Sheets & Excel
For aquarium maintenance businesses managing 5 to 200 tanks. Record a service visit once, and your Week view updates what's due and overdue. Keep water readings, follow-ups and client balances together, with printable service reports, tank histories and monthly statements · by Unelify
$24USD · one-time payment
Buy nowInstant download after payment. You get a PDF with your Google Sheets links (a blank copy and an example business) and the Excel files. A free Google account is enough.
Google Sheets: free Google account required. Works on a computer and on a phone.
Room for 5,000 visits · 200 tanks · 150 clients · 3,000 payment lines · 500 follow-ups.
See the real workbook in action: the second gallery item is a screen-recorded demonstration. The pictures use genuine spreadsheet screenshots, enlarged close-ups and actual printable pages. Questions before buying? Email hello@unelify.com.
Payment and your receipt are handled by Lemon Squeezy, our checkout. A problem with your files? Write to hello@unelify.com and we will help.
Buy with confidence: review real spreadsheet previews before purchasing. Basic getting-started guidance is included, and genuine product defects will be corrected or refunded if unresolved. Digital purchases are generally final: see the Questions below for details.
- Instant digital download, nothing is shipped; works in Google Sheets and Microsoft Excel
- Week: what is due, overdue, moved and done, the follow-ups due and your service stops in day order, with access notes and client balances
- One row per visit: tank, date, type, your task letters and the water parameters you took. Planned dates come from each tank's first visit and how often
- Printable Visit Report, Tank History and monthly Statement, one page each on US Letter and A4: save as PDF and send it yourself
- Your own dated prices: monthly plans, per-visit plans, services, items and trip fees, with optional tax; payments, refunds, credits and each client's balance
- Readings compared with your own recorded ranges per tank type: a reading outside them shows in amber (a numerical comparison only)
- Works on a computer and on a phone
Which tanks need you this week?
On Wednesday, 28 October 2026, before the day's service visits, the Week tab shows 6 tanks still due this week, 1 overdue, 5 done or canceled and 6 open follow-ups. Oakridge Credit Union's Branch lobby 150 was due on 22 Oct and is 6 days overdue. You record the visit on Visits (tank T016, the date and the task letters you did) and the Week tab updates: Overdue 1 becomes 0 and Oakridge's next planned visit shows when it is due.
Each tank gets its schedule from its first planned visit and how often you service it (every week, two weeks, month...). A Service or Canceled visit closes the oldest open planned date; No access, Extra and Emergency visits never do, and a visit can be moved by date. The same rows give each client a one-page service report, each tank its history of readings and visits, and each client a monthly statement with plans, visit charges, items and trip fees, payments and the balance.
The numbers are only as complete as what you record: your visits, your prices and your target ranges are your own figures.
How it works
- SettingsBusiness name and contact line, currency, US gallons or liters, visit prefix, week start, your task letters, your readings and target ranges, then your prices. In Google Sheets, once, on a computer: File > Settings > Locale and Time zone.
- ClientsThe name of the one who pays and a phone or email. The client ID (C001) is made for you.
- TanksClient, tank name, how often, the first planned visit and the plan. Tanks at one address share a site.
- At every visit: VisitsTank, date, type (empty = Service), the letters of the tasks you did, then the readings you took. Items, charges and notes can wait.
- Every week: WeekDue, overdue, moved, no access and done, in day order, and the follow-ups due.
- Payments as they happen; a report after a visitRecord payments, refunds and credits on Payments. Save a Visit Report as a PDF and send it yourself. After the month ends: on the Statement tab, pick the client and month, save the statement as a PDF and send it yourself, then type its two printed totals (Charges this month and the closing balance) in the Sent statements table below it on the same tab. If those totals ever change, the statement turns red.
What's inside
At a glance (due, overdue, done or canceled, moved, follow-ups, balances), this month's billing, supplies used, the follow-ups due and your service stops for the week.
Up to 5,000 visits: tank, date, type, task letters, 12 readings, water changed, up to 4 items, charges, minutes on site, notes and a check on every row.
A one-page service report for the client: work done, water changed, the readings next to your ranges, items, note, coming up and the next planned visit.
A one-page history of a tank: the last 8 visits' readings with your ranges, the visit log, open follow-ups and the next due date.
A monthly statement per client: monthly plans with their visit dates, visit charges, items and trip fees, payments, refunds and credits, the balance. Up to 40 charge and 12 payment lines.
Up to 3,000 lines for payments, refunds and credits, with the client balance.
Up to 200 tanks: client, site, volume, range set, plan, how often, the first planned visit, next due and status.
Up to 150 clients: contact, billing, opening balance and balance now.
Up to 500 follow-ups per tank with a due date (a quote to send, a part to order).
Your business, units, task letters, readings and target ranges, the dated price list, payment methods, colors and your own words.
Questions
Does it tell me what is wrong with a tank?
No. Readings and target ranges are your own records. The file only compares each reading with the low and high limits you typed and shows the ones outside them in amber. It is not a water-quality assessment, diagnosis or treatment advice.
Does it send reports, invoices or reminders, or take payments?
No. You save a Visit Report or Statement as a PDF and send it yourself. Payments are what you record; it does not collect payments or send reminders.
Does it plan my route?
No. It lists the week's service stops in day order with the area, site, on-site contact and access note; it does not optimize or map a route.
How are the charges worked out?
From your own dated price list: monthly plans (billed for each month), per-visit plans, services (flat or per hour), items (per unit) and trip fees (once per site and day), with optional Tax 1 and Tax 2. Each charge uses the price row in force on its date. Never change a used price: type a new one in the next empty row. A visit without a price says Price pending and is never counted as 0.00.
Can I practice with example data before adding my clients?
Yes. Your purchase includes a fictional example business, Driftwood Aquarium Care: record the overdue visit for Oakridge (T016) on Visits row 122 and watch the Week tab update. Use the separate blank copy when you're ready for your own business.
Gallons or liters, °F, my currency?
Yes. US gallons or liters and your currency are chosen on Settings, and you name your own readings and units (for example Temperature in °F or °C).
Is it fast in Google Sheets?
In very large Google Sheets files (thousands of visits), entering or changing visit dates can take 10-15 seconds to recalculate. The first calculation can also be slow. Excel performs faster with large files. Start a new copy when a file gets very full; the START-HERE guide shows how to carry balances, next visits and follow-ups over.
Do I need Microsoft Excel?
No. Google Sheets is free with a Google account and works on a computer and on a phone (free Google Sheets app). If you prefer Excel, the Excel files are included too: a blank file and the example.
How do I get my copy in Google Sheets?
Open the PDF you download and tap a button: a blank copy or the example. Sign in to Google, then tap "Use template". A copy is saved in your own Google Drive, and you can share it with your technicians.
Can I print from my phone?
For this workbook's one-page reports and statements, use a computer and the printing instructions in the START-HERE guide. In Google Sheets, select the cells named in the grey line at the top of the Visit Report, Tank History or Statement, then File > Print: Selected cells, Scale: Fit to page. Each prints on one page, US Letter or A4.
Does it work on a phone?
Yes. It works on a computer and on a phone.
Is this template right for me?
Before buying, please check: does the product description include the features you need? Can you use the Excel or Google Sheets format specified on this page? Are you looking for a ready-made, do-it-yourself spreadsheet rather than a custom-built solution? Not sure? Email hello@unelify.com before purchasing.
What help is included?
The Unelify First-Use Promise: your purchase includes basic written getting-started guidance. If you're having trouble opening your template or making your first entry, email hello@unelify.com. Customizations, data-entry services and ongoing bookkeeping are not included.
What if something does not work? (refunds)
The Unelify Fix-or-Refund Promise: Unelify products are instant digital downloads. Because digital files cannot be returned, voluntary change-of-mind refunds are generally not offered once digital access is provided. If your file is missing, inaccessible, corrupted, contains a genuine formula error in a stated supported application, or materially differs from its description, please email hello@unelify.com with your order number and a brief explanation. We'll help restore access, provide a correction, or supply a working replacement. If we cannot resolve a qualifying problem within a reasonable time, we'll arrange an appropriate refund through Lemon Squeezy. Duplicate charges will be refunded through Lemon Squeezy. Lemon Squeezy is the merchant of record and processes refunds; it may also make refund decisions independently under its terms. Nothing in this policy limits your rights under applicable consumer protection laws.
How much does it hold?
5,000 visits, 200 tanks, 150 clients, 3,000 payment lines, 500 follow-ups and 150 price rows: about five years for 18 tanks. For a new copy, the START-HERE guide shows how to carry it over.