Past Due Invoice Template

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A past due invoice is issued to clients or customers that are late on payment of an invoice. In most cases, the client has not paid within the 15, 30, 60, or 90-day initial period. This invoice is more meant to act as a notification that their balance is growing with each passing day. This will inform the client or any late fee penalties that were generated or interest. There are laws in every State, called “Usury Rates“, which detail the maximum interest rates allowed to be charged.

Usury Rates By State – Lists each State’s laws on the maximum a past due invoice may charge as interest (%).

How to Write in Adobe PDF & Microsoft Word

DownloadAdobe PDF or Microsoft Word

1 – The Adobe PDF Past Due Invoice Template Is A Downloadable File

The “Adobe PDF”  button shown with the image on this page will grant access to the PDF file version of the paperwork required to issue a Past Due Invoice. Select it, then save the file to your computer.

2 – Fill In The Name Of The Company Seeking The Past Due Payment

Once you have opened this template with PDF editing software, locate the words “Company Name” at the top of the page, then replace this text with the Legal Name of the Company seeking payment on a past due account. Below the Company Name, we will need to supply the Name of a Company Employee who the Customer may correspond with when dealing with this Invoice. Place the Name of this individual on the blank line attached to the word “Name.” Next, we must clearly show where the Company’s Mail should be sent when the Customer makes a payment or seeks a written correspondence. Present this Address information across the next three blank lines (labeled “Street Address,” “City, State, Country,” and “Zip Code”). The Company E-Mail Address and Business Telephone Number must then be supplied to the blank lines labeled “E-Mail” and “Phone” accordingly.

3 – A Valid Invoice Number Should Be Provided To This Document

The filing number used to refer to this paperwork, otherwise known as an Invoice Number, should be entered on the next blank line just after the “#” symbol. On the blank line labeled “Date,” enter the Calendar Date when this Invoice is being issued.

4 – Solidify The Delinquent Customer’s Identity

It will be imperative that we specifically name the Delinquent Customer this document is aimed at. The next two areas will be in the form of columns and will serve this purpose. The “Bill To” column will contain the necessary fields to display the Customer’s Billing Address. This information must include both the Name and Mailing Address of the intended Recipient. In many cases, an entity will have a separate Address where it receives its freight. Make sure to enter the Customer’s Shipping Address to the lines in the “Ship To” column.

5 – Give An Accurate Description Of What The Customer Must Pay For

Naturally, this type of paperwork will be sent because the Customer neglected to pay a previous Invoice. We must transcribe the billable items from the unpaid Invoice to this document. Two areas have been provided for this purpose: “Products” and “Labor.”  Use the “Description,” “Quantity,” and “Unit Price” columns in the “Products” table to report each unpaid item, how many of that item the Customer ordered, and the “Unit Price” of each item. The “Amount” column needs to be populated by the result of “Quantity” times the “Unit Price.” Once this has been done, sum up these numbers to a total figure and present this as a total dollar amount in “Total Products.” Note: Only multiply items on the same row.The “Labor” section will act in a similar fashion however, we will be dealing with the physical work done by the Company that has been left unpaid by the Customer. Make sure to describe this work in the same way it was reported on the original unpaid Invoice under the “Description” column, then fill in the “Hours” and “$/Hour” associated with the described job. Multiply the “Hours” column by the “#/Hour” numbers and record the result in “Amount.” Make sure to add each of these to a total dollar amount and enter this number in the “Total Labor” box.

6 – The Final Area Will Require Several Pieces Of Information to complete This Invoice

We will also need to supply a quick summation of the dollar amounts the Customer must pay. First, add “Total Products” and “Total Labor” then furnish this number to the “Subtotal” box. In most cases, the Customer will also have to pay the Taxes placed on the “Subtotal.” Calculate the Taxes the Customer must pay and enter this dollar Amount to the “Tax” field. If the Company issuing this Past Due Invoice intends to impose a Late Fee for non-payment then report the “Late Fee” the Customer must pay in the next field. Additionally, place any “Shipping” fees the Customer must pay to the field in this area. Finally add the “Subtotal,” “Tax,” “Late Fee,” and “Shipping” fields to one grand total. Supply this dollar amount to the box labeled “Total.”

7 – Include Any Additional Terms, Comments, Or Instructions The Customer Should Have

Locate the “Payment Is Due Within #” statement then enter the number of days the Customer is given to pay the reported “Total” amount. Any additional terms, conditions or information should be displayed on the blank lines after the words “Comment Or Special Instructions.

How to Write in Microsoft Excel (.xlsx)

DownloadMicrosoft Excel (.xlsx)

1 – The Past Due Invoice Can Be Executed As An Excel Document

If a Client has neglected to submit an adequate payment for a previously sent Invoice within a reasonable time-frame, you can send a Past-Due Invoice to demonstrate your Company’s intent to collect the Past Due Amount. This paperwork is available as an Excel document and can be downloaded utilizing the “MS Excel” button/link displayed above.

2 – Make Sure The Business Logo And Mailing Address Is Clearly Shown At The Top Of This Page

The Business Logo used by the Company seeking payment can be placed in the first cell of this spreadsheet. A generic logo has been placed here to reserve this cell, you should delete this content then replace it with your own. Record the Legal Name of the Business issuing this paperwork in cell A2. Use the next few rows (3 through 8) to deliver the identity, location, and contact information the Customer should direct inquiries or payments to in response to this Past Due Invoice. The Full Name of the Company Contact should be placed in cell A3 then enter the Mailing Address to cells A4, A5, and A6. This information should only be considered complete when the Company E-Mail Address and Business Phone Number are placed in cells A7 and A8.

3 – The Delinquent Client Must Be Properly Documented

This Past Due Invoice will need to be clearly addressed to a specific entity. Therefore, we should document the Recipient’s information. Use cells A11 through A14, beneath the bold heading “Bill To” to state the delinquent Client’s Legal Name, Street Address, City, State, Country, and Zip Code. Make sure this information is properly placed in the appropriate cell.

4 – You Must Produce Reference Information And Past Due Amounts

You must make sure the Invoice Number used to locate the Plumbing Invoice in the Company files is easily seen on this document. Use “Invoice #” and “Date” cells to enter this paperwork’s Invoice Number and Invoice Date.

The next section will supply an area where we can discuss the Past Due Amounts for “Products” and “Labor.” The cells grouped in this section of the spreadsheet will be pre-formatted and some will contain formulas that will use the figures you enter to deliver final amounts.

If there are “Products” the Client has not paid for then, give a detail of each one in the “Description” column, the “Quantity” the Client ordered in the second column, and the cost of one unit in the “Unit Price” column. This information will feed into the “Amount” column automatically. In “Labor” we will give a similar ledger but one that will deal with services the Client must still pay for. Deliver an account of each such service in “Description.” Then report the “Hours” and “Hourly Rate” the delinquent Client must pay to cover the described services. The final column will use the numbers you enter in these previous two columns to deliver the final Dollar “Amount” owed by the Client for these services.

5 – Finalize This Past Due Invoice Notice With Any Relevant Terms And Information

As with the “Amount” columns above. The last group of cells will utilize the information you entered to deliver the “Total” dollar amount the Client must pay. You must, however, enter how much the Client must pay in Taxes in cell H36. Cell A37 will need some information as well. Use the statement in this cell to give the delinquent Client a deadline to pay this bill. The number of days after the Customer receives this paperwork will be the grace period allowed. Record this number on the blank line in this cell. You may also deliver additional information to this page after the words “Comments Or Special Instructions.” 

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