Payment Due Invoice Templates - OnlineInvoice.com

A payment due invoice specifically states the number (#) of days the recipient has to make a payment. If payment is not made, the owed party may qualify for late fees or penalties. The invoice should set the terms and conditions for the recipient to incentivize to make the payment as soon as possible.

Invoices: By Number (#) of Days
What is the Average Payment Term?
How to Get Clients to Pay On Time
1. Offer a Discount
2. Setup Recurring Payments
3. Require Payment Upfront
4. Set Payment Reminders
How to Request an Oustanding Payment Due
- Request Types

By Number (#) of Days

What is the Average Payment Term?

27 to 32 days according to a 2019 report (Atradius). This also entirely depends on the service or goods being provided. For example, clothing usually has a payment period of 90 to 180 days, however, an attorney or accountant may require payment in 7 days.

How to Get Clients to Pay On Time

These are the best and most recommended ways to get paid-in-full and on schedule.

1. Offer a Discount

According to a 2019 report (Atradius), 82% of businesses have reported late payments by their customers. Any business owner knows that not being paid is a part of the game. Although, incentivizing a customer as much as possible with a 10-15% discount for earlier payment help increase good-standing customers.

2. Setup Recurring Payments

For any type of payment that is made on a weekly or monthly basis. Whether it’s for a lawyer on retainer, gym membership, or landlords setup can be made directly with the payee’s financial institution.

Recommended Options

Independent Contractors: InvoiceMaker (free for all types and 2.9% fee on credit cards)
Individuals (personal): PayPal (recurring payments page)
Landlords: Cozy.co (free ACH payments and 2.75% fee on credit cards)
Lawyers: Lawpay.com
Web Integration: Stripe

3. Require Payments Upfront

Even if it’s not the full payment for the item or service, ensure that the client has at least some skin in the game. Make sure to get clients to pay a portion of the total cost (5% to 20%) to see ensure their commitment.

4. Set Payment Reminders

E-mail is the best way to remind a client about money owed. It’s best to use this option with the 1st recommendation of offering a discount. Make sure to attach the invoice in the e-mail and have payment links in the invoice (for a credit card or PayPal).

How to Request an Outstanding Payment Due

The best request is to contact the debtor on the telephone. The reason collection agencies resort to the phone is due to the natural behavior of humans when speaking with someone about the debt. Once the debtor is on the phone, in most cases, this is the best opportunity to give them payment options and figure out what best works for them.

Once an outstanding balance is past ninety (90) days, there is little chance of receiving any compensation. This is the reason delinquent accounts that get sent to collections agencies offer up to 50% discounts to obtain minimal compensation.

Request Types

Certified Letter (common before the bill goes to a collections agency)
E-Mail
Telephone (recommended)

How to Write in PDF & Microsoft Word

Download: Adobe PDF, Microsoft Word (.docx)

Step 1 – Use This Page To Obtain The Payment Due Invoice

The invoice needed to collect on a due payment is obtainable as an “Adobe PDF” file or, if preferred, a “Microsoft Word “(.docx)” file. Select these items from this section

Step 2 – Introduce The Seller Or Service Provider Sending This Document

The first item required for this document should be presented in the text box at the beginning as the legal name for the Company or Business sending this document. Immediately following the Company or Business Name you supplied will be a series of empty spaces. We can think of these as a place to report three items of contact monitored by the Invoice Sender. The first of these is a valid mailing address including the “Name” of a Customer Service Representative of the Invoice Sender. Notice that after the “Name” line three blank lines labeled with address components (“Street Address,” “City, State, Country,” and “ZIP Code”). Utilize these as a display area for the Invoice Sender’s address.

As mentioned earlier we will produce three methods of contact. The second option should be the telephone number of the Invoice Sender. A recording of this is needed on the “Phone” line. The final line here, labeled “E-Mail,” will seek out the Customer Service or Accounts Payable “E-Mail” used to contact this number.

Step 3 – Assign Definitive Referencing Information To This Transaction

A general expectation placed on this type of correspondence is that a definitive reference is assigned to it. The “Invoice #” line will accept this information as you enter it as its contents. A blank line on the right side of the page labeled with the word “Date” seeks an entry of the calendar day the Invoice Sender completes this paperwork thereby formally requesting the payment due.

Step 4 – Identify The Party Who Must Pay This Invoice Amount

As we continue through his paperwork, we will come across an additional series of lines carrying the “Bill To” heading. This section concerns itself with naming the Client owing the payment discussed here. Thus, record the full “Name” of the Client where requested then proceed through this area by reporting the complete mailing address.

Step 5 – Detail The Services, Merchandise, or Contract Payment Will Satisfy

This document shall expect you to make use of a table to inform the Customer of the reason he or she must pay the Invoice Sender and why this payment must be submitted. The table at the center of this document displays two columns that should be tended with some basic information concerning the owed payment. Begin with a “Description” of the contract obligating this payment or the goods/services that were commissioned by the targeted Customer.

Step 6 – Account For The Payment Due Amount

The column that completes this table contains several requests for dollar values. The first one, “Amount,” is the basic cost of the goods, services, or obligation the Customer is responsible for paying. Place this dollar amount in the first box displayed in the second column. The “Subtotal” of this invoice is meant as a courtesy confirmation of the “Amount” expected. If more than one dollar amount is owed above, then add them to one another. The sum you have arrived at is the “Subtotal” of this bill. Similarly, if only one “Amount” was named above then it should be entered as is to this box. In some cases, a “Discount” may have been available to the Customer. If so, then it should be recorded in a box all its own in this column. Calculate then present all applicable discounts as dollar amounts in the “Discount” box. The “Tax/VAT” box is reserved for the sales tax or service taxes the Invoice Sender must apply. This will largely depend on the State Tax Codes where this transaction occurs. This box will also serve to present any value-added tax to the Customer. Make sure you calculate each type of tax that must be applied separately then add their results. The total tax sum you derive should be reported int he “Tax/VAT” box. The “Total” box will seek the final payment due from the Customer. Obtain this dollar value by subtracting your calculated “Discount” from the invoice “Subtotal.” This, in turn, must be added to the “Tax/VAT” you recorded. Report the sum of this second calculation in the “Total” box.

Step 7 – Continue With Content Or Comments As Needed

The bottom of this invoice presents a statement of instruction concerning the payment due. Its purpose will be to prompt payment from the Customer within a specific number of “Day” after the invoice “Date.” You must supply this number by placing it on the blank line after the words “Due In” with this number.

How to Write in Excel

Download: Microsoft Excel (.xlsx)

Step 1 – You Can Acquire The Payment Due Invoice From This Page

Select the “Excel” button placed on display as a caption to the preview image or the link that has been included in this area. This action shall allow you to download the Excel Template.

Step 2 – Deliver The Manufacturer, Vendor, or Service Provider’s Identity To This Sheet’s Header Area

The first function this spreadsheet must perform when viewed is to display its Sender’s business information. Cell A1 facilitates this by reserving itself for the logo the Manufacturer, the Vendor, or the Service Provider uses for its presentation to the public. You may upload an image file directly to this cell then proceed to the next cell down with an entry of the Manufacturer, Vendor, or Service Provider’s formal “Company Name.” This invoice’s next purpose will be to include the Sender’s first and last “Name” for display. Deliver this Business or Company Representative’s as the contents of cell A2, then attach his or her address with the Company to this paperwork using the next three cells below it. Cell A4 and cell A5 will accept its “Street Address” and “City, State, Country” (respectively) leaving the postal code to be shown in cell A6 (“Zip Code”). Completing the Manufacturer, Vendor, or Service Provider’s contact options is the final task for this header. To this end, input the concerned Sender’s “E-Mail” address in cell A7 and dispense its Customer Service “Phone” number in cell A8. If the Business Representative named above has a specific extension and is authorized to field invoice inquiries, then you are encouraged to include it.

Step 3 – Identify The Payment Due’s Transaction Or Filing Information

Our spreadsheet’s opening would not be considered complete without the “Invoice #” assigned as its reference by the Manufacturer, Vendor Service Provider requiring payment. Cell F4 is specifically reserved for your production of this item. The “Date” the Sender wishes associated with this request for the due payment is named as the current calendar “Date” according to your computer’s calendar. This display, in cell H4, can be edited at your discretion.

Step 4 – Produce The Billed Party’s Name Then Display Its Mailing Address

A standard request for any correspondence is to identify the targeted Recipient along with the Sender. Cell A11 will begin the process of identifying the Payer as well as assigning this role appropriately. The three cells successive to the Customer “Name” supplied anticipates your entries of this entity’s “Street Address” (cell A12), “City, State, Country (cell A13), and “Zip Code” (cell A14).

Step 5 – Record A “Description” Of The Product, Services, Or Contractual Obligation Behind This Invoice

Naturally, a due payment will be the result of a commissioned service, ordered merchandise/products, or a responsibility placed on the Customer by a contract with the Sender. In any case, the reason behind this invoice must be submitted as a record to cell A17. Make sure the reference points or material input to this cell will be understood by the Recipient Customer.

Step 6 – Determine Then Make A Production Of This Invoice’s Due Amount

The payment due table allows a basic report of the dollar values involved with the Recipient’s bill. In cell H17 the dollar “Amount” the Manufacturer, Vendor, or Service Provider assigned to the reported services, products, or agreement should entered. After satisfying the “Amount” cell, confirm the sum of its contents by adding them in cell H18. This will exclude any discounts or taxes, so it is considered a “Subtotal.”The Manufacturer, Vendor, or Service Provider’s Customer may have been the recipient of a “Discount.” If so, record the “Discount” that will be subtracted from the “Subtotal” in cell H19. Oftentimes, the State or local government where the transaction occurs will impose a service tax or a sales tax to the “Subtotal.” Any taxes that must be imposed on due payment, including a value-added tax, must be submitted in cell H20. The final cell will seek the “Total” that must be paid to the Vendor, Manufacturer, or Service Provider. This dollar amount will be the result of the Taxes added to the discounted Subtotal. If no discounts were applied, then simply add the “Tax/VAT” field to the “Subtotal” field.