Invoiceferry

Past due invoice template

When reminders have not worked, a past due notice restates what is owed, adds any late charges you are entitled to, and sets a final date.

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How to use this past due invoice

  1. Put the original invoice number in “PO / reference” and in the first line.
  2. Restate the unpaid amount and its original due date.
  3. Add late fees or interest only if your terms or local law allow it.
  4. Set a short, firm deadline and say what happens next.
  5. Download the PDF and send it with a polite, factual email.

Late fees and interest by country

In the UK, business-to-business debts fall under the Late Payment of Commercial Debts (Interest) Act: you can claim statutory interest at 8% above the Bank of England base rate plus a fixed compensation sum (£40, £70 or £100 depending on the debt). In the EU, the Late Payment Directive gives businesses statutory interest and at least €40 compensation, with national rates. In the US, late fees must be in your agreed terms and within state limits. For consumers, rules are stricter everywhere. Check before you add a charge.

Before the final notice

A final notice works best after a friendly reminder or two. Use our late payment reminder templates and set reminders on the invoice in your documents. Keep a record of each contact. If you still are not paid, a small claims court or collection agency is the next step.

Your business
PNG, JPG, WebP or SVG.

Remembered for your next document.

Bill to
Details

Counts up automatically. You can edit it.

e.g. “Tax invoice”, “Estimate”.

When the work was done or the goods delivered, if not the issue date. Required in Poland (data sprzedaży).

Type a code or name, e.g. EUR or shilling.

How amounts and dates are written on the document.

Line items
Tax, discount & shipping
Tax
More: pension contribution, recargo, ROT/RUT

Italy: rivalsa INPS (4 %) or a professional fund’s contribution, added to the net amount and taxed with it.

Sweden: mark the labour lines with “Mark as labour” in each line’s ⋯ menu. The deduction is worked out on labour including VAT and taken off the amount to pay. Add the buyer’s personnummer (and fastighetsbeteckning for ROT) in the notes.

Tax is calculated after the discount; shipping is added untaxed. Withholding tax (such as Spain’s IRPF or Italy’s ritenuta d’acconto) is taken off the amount your client pays you. Tax rules differ by country — check which rates and details apply to you.

Payment & notes

Made from the invoice number and printed on the invoice, so your bank can match the payment.

Poland: VAT on a foreign-currency invoice is also shown in złoty, at the NBP average rate from the last business day before the date of supply.

 

E-invoice (XML)

Fill these in to download your invoice as an e-invoice (XML). Empty fields are taken from the details above where possible.

Ask your client which format they accept. Belgian businesses receive e-invoices through Peppol from 2026.

Your business

Scheme and number, e.g. 0208 + your Belgian company number. Needed for Peppol.

Bill to

Required by XRechnung. For public authorities, their Leitweg-ID; for businesses, the reference or order number they gave you.

Only needed when you don’t charge VAT.

Leave empty to use the standard wording.

Italy (FatturaPA)

7 characters from your client. Use 0000000 with a PEC address, or for private individuals.

Needed for private individuals without a Partita IVA.

Only used when you set a withholding rate under Tax.

Free beta
Design
Paper size

Opens your browser’s print dialog — choose Save as PDF.

Live preview A4
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Your documents

Dashboard, reminders & repeating invoices

    Frequently asked questions

    Should I issue a new invoice number for a past due notice?

    Many businesses re-send the original invoice marked “Past due”. If you add late charges on a new document, give it a new number and keep the original invoice number in the reference.

    How much can I charge for late payment?

    It depends on your terms and local law. UK and EU businesses can claim statutory interest and fixed compensation from other businesses. In the US, follow your contract and state rules.

    What should a final notice say?

    The invoice number, amount, original due date, days overdue, any late charges, a new deadline and what you will do next. Keep it factual and polite.

    Can I add interest for consumer customers?

    Only if it was in the terms they agreed to and is allowed by consumer law. Statutory B2B late payment interest does not apply to consumers.

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