Billed

Past Due Invoice Template

A past due invoice that restates an unpaid invoice with its original number and due date, the days past due, any payments received, an optional late fee you agreed to in writing and the amount now due, in PDF, Word and Excel

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Quick answer:A past due invoice asks a client to pay an invoice whose due date has passed. The template on this page restates the original invoice number, invoice date and due date, the days past due as of a stated date, and the amount outstanding; takes off any payments already received; and ends with the amount now due, a new due date and a polite payment request. It has an optional late fee line with a rate cell that starts at 0%: use it only at a rate the client agreed to in writing, and check the rules where you work. In the UK, GOV.UK says businesses can charge statutory interest of 8% plus the Bank of England base rate on late business-to-business payments, unless the contract sets a different rate. It comes as a blank PDF form plus Word and Excel files with a sample.

PAST DUE INVOICE

From

Business name:
Example Print Shop
Address:
44 Example Avenue, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
PD-1130
Invoice date:
Nov 30, 2026
Payment terms:
Net 7
Due date:
Dec 7, 2026

Bill to (client)

Company:
Example Cafe Group LLC
Attention:
Morgan Example
Address:
9 Sample Street, Sampletown
Email:
[Email]

Original invoice

Original invoice no.:
IN-0915
Original invoice date:
Oct 1, 2026
Original due date:
Oct 31, 2026
Days past due:
30, as of Nov 30, 2026

Amount outstanding

  • Item: Invoice IN-0915: menu and signage printingAmount: 1,240.00
    Details:
    Original invoice total
    Qty:
    1
    Unit:
    invoice
    Rate:
    1,240.00
Subtotal
1,240.00
Late fee, if agreed in writing (0%)
0.00
Total
1,240.00
Less: payments received
400.00
Amount due
840.00

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice PD-1130 and IN-0915

Payment request

  • Our records show that invoice IN-0915 for 1,240.00, due on Oct 31, 2026, is now 30 days past due.
  • A payment of 400.00 received on Oct 20, 2026, is applied, leaving 840.00 outstanding.
  • Please send the amount due by Dec 7, 2026. If you have already sent it, or would like to arrange a payment plan, please let us know.
  • Sample terms: a late fee applies only at the rate agreed in writing; the rate cell starts at 0%.

Thank you for your prompt attention to this invoice.

Past due invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Original invoice block: original invoice number, invoice date, due date and days past due
Amount outstanding table, with a line for each unpaid invoice
"Late fee, if agreed in writing" with its own rate cell starting at 0%
"Less: payments received" credit, then the amount due by a new due date
Payment request note that states the facts and asks for payment politely
How to pay block with a payment reference that quotes both invoice numbers
Blank PDF, plus Word and Excel files with a sample; the Excel file calculates the totals

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate". The subtotal, fee, total and amount due are formulas too. The amount due is the total minus the payments received. The fee rate sits in its own cell, so you can change it.

PAST DUE INVOICE

From

Business name:
Example Print Shop
Address:
44 Example Avenue, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
PD-1130
Invoice date:
Nov 30, 2026
Payment terms:
Net 7
Due date:
Dec 7, 2026

Bill to (client)

Company:
Example Cafe Group LLC
Attention:
Morgan Example
Address:
9 Sample Street, Sampletown
Email:
[Email]

Original invoice

Original invoice no.:
IN-0915
Original invoice date:
Oct 1, 2026
Original due date:
Oct 31, 2026
Days past due:
30, as of Nov 30, 2026

Amount outstanding

  • Item: Invoice IN-0915: menu and signage printingAmount: 1,240.00
    Details:
    Original invoice total
    Qty:
    1
    Unit:
    invoice
    Rate:
    1,240.00
Subtotal
1,240.00
Late fee, if agreed in writing (0%)
0.00
Total
1,240.00
Less: payments received
400.00
Amount due
840.00

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice PD-1130 and IN-0915

Payment request

  • Our records show that invoice IN-0915 for 1,240.00, due on Oct 31, 2026, is now 30 days past due.
  • A payment of 400.00 received on Oct 20, 2026, is applied, leaving 840.00 outstanding.
  • Please send the amount due by Dec 7, 2026. If you have already sent it, or would like to arrange a payment plan, please let us know.
  • Sample terms: a late fee applies only at the rate agreed in writing; the rate cell starts at 0%.

Thank you for your prompt attention to this invoice.

Past due invoice

A reminder invoice for an unpaid invoice: the original invoice number, date and due date, the days past due, the amount outstanding, an optional late fee at a rate you enter, payments already received and the amount due now, with a polite payment request.

A request for payment — shows the amount due

Download

What makes an invoice past due

An invoice is past due once its due date has passed and it hasn't been paid in full. The due date comes from the payment terms you agreed on: Net 30 means payment is due 30 days after the invoice date. A past due invoice re-states what's still owed on the original invoice, takes off anything the client has paid since, and asks for payment of the rest.

It doesn't replace the original invoice. Quote the original invoice number and dates on it, so the client's accounts team can match the two. For more on terms and due dates, see invoice payment terms explained and what an overdue invoice is.

What's on the past due invoice

  • From: your business name, address and phone or email
  • Invoice details: the number and date of this past due invoice, payment terms and a new due date
  • Bill to (client): company, the person to send it to ("Attention"), address and email
  • Original invoice: "Original invoice no.", "Original invoice date", "Original due date" and "Days past due"
  • Amount outstanding: the original invoice as a line, with item, details, quantity, unit, rate and amount
  • Totals: "Subtotal", "Late fee, if agreed in writing" with its own rate, "Total", "Less: payments received" and "Amount due"
  • How to pay: accepted methods, account name, bank details and a payment reference, with placeholders for your own details
  • Payment request: a short, polite note that states the facts and asks for payment

The sample is a print shop chasing a cafe group for invoice IN-0915, dated Oct 1, 2026 and due on Oct 31, 2026, for 1,240.00 of menu and signage printing. The client paid 400.00 on Oct 20, 2026, so on Nov 30, 2026, when the invoice is 30 days past due, 840.00 is outstanding. The late fee line is at 0%, so the amount due is 840.00, by Dec 7, 2026 on Net 7 terms.

Days past due

Count the days from the original due date to the date of the past due invoice. In the sample, Oct 31 to Nov 30, 2026 is 30 days, so "Days past due" reads "30, as of Nov 30, 2026". Giving the "as of" date keeps the figure accurate if the client reads the invoice later.

Check your records before you send it. A payment may be on its way, or the client may have paid against the wrong invoice number. The sample's payment request says: "If you have already sent it, or would like to arrange a payment plan, please let us know."

A reminder sequence that stays polite

A late payment can be an oversight, so start gently and step up only if it stays unpaid. A sequence you can adapt:

  1. Before the due date. A short note a few days ahead, with the invoice attached.
  2. Just after the due date. A friendly reminder that the invoice is now past due, with the amount and how to pay.
  3. A past due invoice. If there's still no payment, send this invoice: the original details, any part payment received, the amount now due and a new date to pay by.
  4. A phone call or meeting. Ask whether something is wrong with the invoice or the work. A disputed line is easier to fix than to chase. See common invoice disputes and resolutions.
  5. A final notice. State what you'll do next, such as pausing further work, and give a date.

Keep a record of every reminder and reply. For wording, see how to write invoice payment reminders and how to follow up on unpaid invoices. If a client still won't pay, collecting money from clients who won't pay covers next steps. Before you pass a debt to a collection agency or take legal action, get advice where you work.

Late fees and interest

Only add a late fee or interest if the client agreed to it in writing, for example in your contract or the original invoice's payment terms, and only at the rate you agreed on. Check the rules where you work before you charge it.

On the template, "Late fee, if agreed in writing" has its own rate cell, which starts at 0%. Leave it at 0% unless you have a written agreement. The sample's last note says the same: "Sample terms: a late fee applies only at the rate agreed in writing; the rate cell starts at 0%."

In the UK, for late payments between businesses, GOV.UK says you can charge "statutory interest", which "is 8% plus the Bank of England base rate for business to business transactions". It also says "You cannot claim statutory interest if there's a different rate of interest in a contract", and "Send a new invoice if you decide to add interest to the money you're owed" (GOV.UK: Charging interest on commercial debt). Elsewhere, check the rules that apply to you.

To work out a fee at the rate you agreed on, use the late fee calculator. For setting up late fees and a late payment policy before the next invoice, see how to add late fees to invoices and late payment policies.

How to fill in the template

  1. Add your business details, then this invoice's number and date, the payment terms and a new due date.
  2. Enter the client under "Bill to (client)", with the person to send it to.
  3. Fill in "Original invoice": its number, date and due date, and the days past due with the date you counted to.
  4. Add the original invoice as a line under "Amount outstanding". If more than one invoice is late, add a line for each, with its number in the item.
  5. Enter any payments already received on "Less: payments received". Only set the late fee rate if you agreed on one in writing.
  6. Edit the payment request note, replace the placeholders in "How to pay" with your own details, and send the invoice with a copy of the original.

The PDF is a blank form for filling in by hand. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

  • each line amount is "Qty" × "Rate", and the subtotal, late fee, total and amount due are formulas; the amount due is the total minus the payments received;
  • the late fee rate applies to the subtotal, the original amount, before payments are taken off. That's how the template is set up. If your agreement charges the fee on the unpaid balance, or as a flat amount, change the formula to match;
  • to leave out the late fee, keep its rate at 0%; to leave out payments, set them to 0.00. Don't delete those rows, because the totals refer to them;
  • "Days past due" is typed, not calculated, so update it with the date you count to;
  • the outstanding table has one blank row. For another invoice, insert a row inside the table and copy the amount formula into it, then check the subtotal includes it.

In Word or on the PDF, work out the amounts yourself.

For a general layout rather than a past due one, see the invoice templates for Word, for Excel, as a PDF, for Google Docs and for Google Sheets.

Past due invoice, statement or receipt?

  • A past due invoice asks for payment of one invoice that's late.
  • A statement lists every invoice and payment on a client's account over a period. See invoice vs statement.
  • A receipt confirms a payment. When the client pays, send a payment receipt.

Chasing late payments in Billed

If you invoice in Billed, Billed automatically sends payment reminders to your clients, and you can customize them. You can see which clients owe you money and which invoices are partly paid, and send reminders from there. Clients can pay online by card or PayPal.

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What's included in this invoice template

Step What it's for Example
Before due Friendly heads-up Note with invoice
Just after Polite reminder Amount, how to pay
Still unpaid Past due invoice 840.00 due
No reply Call or meeting Check for a dispute
Last step Final notice Next step and date

When this isn't for you

If the invoice isn't due yet, send a friendly reminder rather than a past due invoice. To show a client every invoice and payment on their account, send a statement. If the client has now paid, send a payment receipt.

How To Send Invoices With Billed

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3

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Frequently Asked Questions

Common questions about this invoice template.

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