Past due invoice template
Speed up your billing process with our Past Due Invoice Template, designed for Business Professionals seeking timely payments and enhanced professionalism.
Fill in your past due invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
A past-due invoice is sent when payment has not been received by the original due date. These collection notices serve a critical function: reminding clients of their obligation while maintaining the professional relationship. Effective past-due invoicing balances firmness with courtesy, encouraging payment while preserving future business opportunities. This guide covers best practices for handling overdue accounts.
What the past due invoice covers
What you can do with this template, and what it does not do.
Late Fee Escalation
Automatically apply tiered late fees: 1.5% at 30 days, 3% at 60 days, 5% at 90 days, per your payment terms.
Collections Timeline
Track overdue invoice history with dated notes for every follow-up call, email, and payment promise, maintaining complete collection documentation.
Original Invoice Reference
Display original invoice number, date, and due date prominently, ensuring clients can easily locate and reference the original billing.
Days Overdue Calculation
Automatically calculate and display how many days past due the invoice is, creating urgency and clarity for collection efforts.
Payment Plan Options
Offer structured payment plans for large overdue amounts, with automatic tracking of installment payments and remaining balances.
Escalation Warning Messages
Include professional but firm language about consequences (service suspension, collections, legal action) based on days overdue, encouraging prompt payment.
How to fill in your past due invoice
- Original Invoice Reference: Invoice number, original date, and original due date.
- Your business information: Company name, address, phone, email.
- Client information: Client name/company and billing address.
- Past Due Notice: Clear indication that this is a past-due notice.
- Days Overdue: How many days the payment is past due.
- Original Amount: The original invoice total.
- Late Fees: Any applicable late fees or interest charges.
- Current Balance Due: Total amount now owed including fees.
- Previous Notices: Reference to any prior reminders sent.
- Payment Instructions: How to remit payment immediately.
- Contact for Questions: Who to contact regarding the invoice.
- Consequences: What happens if payment isn't received (service suspension, collections).
- Send Promptly: Don't wait weeks after the due date. Send the first reminder within 7 days.
- Escalate Gradually: Start friendly, become firmer with each notice (7, 14, 30, 60 days).
- Be Professional: Maintain courtesy even when frustrated. Preserve the relationship.
- Reference Original Invoice: Include all details from the original so they don't have to search.
- Make Payment Easy: Include payment links and multiple payment options.
- Document Everything: Keep records of all communications for potential collection actions.
- Know the Law: Understand fair debt collection rules in your jurisdiction.
- Offer Payment Plans: For large amounts, consider installment options.
- Follow Up: Phone calls are more effective than email alone.
- Know When to Escalate: Have a clear process for when accounts go to collections.
Late fee options for past-due invoices:
Common Late Fee Types:
- Percentage: 1-2% per month on overdue amount
- Flat fee: $25-$50 per late invoice
- Interest: Annual rate (e.g., 18%) applied monthly
- Escalating: Higher fees for longer delays
Sample Schedule:
- 1-14 days late: Friendly reminder, no fee
- 15-30 days: First notice + late fee
- 31-60 days: Second notice + additional fee
- 60+ days: Final notice, collections warning
Legal Considerations:
- Maximum rates vary by state/country
- Must be disclosed in original terms
- Cannot be excessive or punitive
- Interest calculation must be clear
Best Practice:
- Disclose late fee policy upfront in contracts
- Apply fees consistently
- Be willing to waive for good customers
Terms for past-due invoices:
Urgency Levels:
- 7 days overdue: Friendly reminder, "in case this slipped through"
- 14 days: Firmer notice, late fee applied
- 30 days: Formal demand, service suspension warning
- 60 days: Final notice before collections
- 90+ days: Collections or legal action
Sample Language:
- "This invoice is now [X] days past due"
- "Please remit payment immediately"
- "Late fee of $X has been applied"
- "To avoid further action, pay by [date]"
Payment Options:
- Online payment link (immediate)
- Phone payment
- Bank transfer details
- Mail address for check
Escalation:
- Service suspension
- Account holds
- Collections agency
- Small claims court
- Waiting Too Long: Send reminders promptly. Delay reduces collection chances.
- Being Too Aggressive: Maintain professionalism. Harsh language can backfire.
- Not Documenting: Keep records of all notices and communications.
- Inconsistent Policies: Apply late fees consistently to all clients.
- No Original Reference: Always include original invoice details.
- Making Payment Hard: Include easy payment options and links.
- Ignoring Disputes: If the client disputes the charge, address it.
- No Escalation Plan: Have a clear process for handling chronic non-payment.
- Not Calling: Phone calls are more effective than email alone.
- Violating Laws: Understand debt collection regulations.
Past due invoice: frequently asked questions
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