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Past Due Invoice Template — Chase Payments Professionally

Follow up on overdue invoices without damaging client relationships. Clear, professional reminders that get paid. No account, instant PDF.

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What Is a Past Due Invoice?

A past due invoice (also called an overdue invoice) is an invoice that has not been paid by its due date. When an invoice becomes overdue, you can re-issue it with a "PAST DUE" label and a reminder note — this is sometimes called a dunning notice or payment reminder.

A past due invoice typically includes:

The original invoice details (number, date, line items, amount)
A clear "PAST DUE" or "OVERDUE" label on the document
The original due date and number of days overdue
Any late payment fees or interest charges that now apply
Updated payment instructions and a new payment deadline

A Proven Follow-Up Sequence for Overdue Invoices

Most overdue invoices are not intentional — clients are busy or invoices get lost. A structured follow-up process recovers most outstanding payments:

Day 1 (due date): Send a polite reminder — "Just checking in — payment for Invoice #INV-045 was due today"
Day 7: Follow up with the past due invoice attached — "Invoice #INV-045 is now 7 days overdue. Please arrange payment at your earliest convenience."
Day 14: Firmer reminder referencing your contract's late payment terms — mention any interest charges that are accruing
Day 30: Final notice before escalation — "We will refer this matter to a collection agency / pause services on [date] if payment is not received by [date]"
Day 45+: Escalate — collection agency, small claims court, or dispute resolution

Late Payment Fees and Interest

You can charge interest on overdue invoices if your contract or invoice includes a late payment clause. Standard approaches:

EU: The Late Payment Directive (2011/7/EU) entitles B2B creditors to charge 8% above the ECB reference rate on overdue commercial invoices. You do not need a contract clause — this right is automatic.
UK: The Late Payment of Commercial Debts Act entitles you to charge 8% above the Bank of England base rate, plus a fixed compensation fee (£40–£100 depending on the debt amount).
US: No federal statutory rate — include a late fee clause in your contract (e.g., 1.5% per month) and reference it on your invoices.

Add a late fee as a separate line item on the past due invoice with a description such as "Late payment fee — 14 days overdue".

Frequently Asked Questions

How do I add a late fee to an overdue invoice?

Add a new line item to the invoice with the description "Late payment fee" or "Interest on overdue balance" and the amount calculated according to your contract terms or applicable law. Show the original invoice subtotal and the late fee as separate line items before the total.

Should I continue work while an invoice is overdue?

This depends on your relationship with the client and the amount owed. For small overdue amounts, continuing while following up is often reasonable. For large or long-overdue amounts, pausing work until payment is received is a legitimate business decision — state this clearly in your follow-up communication.

Can I charge interest on overdue invoices without a contract?

In the EU and UK, yes — statutory late payment rights apply to B2B transactions automatically, without a contract clause. In the US, you generally need a contract clause to enforce late fees. Check the rules in your jurisdiction.

How many reminders should I send before escalating?

Three to four escalating reminders over 30–45 days is standard before escalating to a collection agency or legal action. Keep all communication professional and documented — you may need this if you pursue legal recovery.

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