An editable past due invoice with the original due date, days overdue, a payment reminder, plus a filled-in example. Download it for Word, Excel or Google Docs without an email gate.
Word, Excel, Google Docs and PDF. No email required.
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INVOICETemplate preview · Example
01
Bill to
Riverbend Events, with contact, address and PO reference.
02
Line item
Project work: Agreed deliverables, phase 1. Fixed fee at $1,800.00.
03
Total due
$2,309.00, due in 14 days.
04
How to pay
Bank transfer details or a card payment link, and your late payment terms.
What is a past due invoice?
A past due invoice is one that hasn’t been paid by its due date. Re-sending it with “Past due”, the original due date and the days overdue makes the status unmistakable without sounding hostile.
When
What to send
Due date
A short heads-up with the invoice attached
1–3 days late
A friendly reminder and payment link
7 days late
A firmer note asking for a payment date
21+ days late
The past due invoice, the consequence in your agreement (such as pausing work) and an offer of a payment plan
Due date: [Date — e.g. 14 days after the invoice date]
Tax or business ID: [Tax or business ID]
Original due date: [Date]
Days overdue: [Number]
Status: PAST DUE
From
Business name: [Your business name]
Address: [Address]
Email: [Email]
Tax or VAT number: [If registered]
Bill to
Client: [Client company]
Contact: [Name, email]
Address: [Address]
Client reference or PO: [If provided]
Line items
Item
Description
Qty / time
Rate
Amount
Project work
[Agreed deliverables, phase 1]
[Qty]
[Rate]
[Amount]
Additional hours
[Changes requested 4–8 May]
[Qty]
[Rate]
[Amount]
Software licence
[Template purchased for the project, at cost]
[Qty]
[Rate]
[Amount]
Totals
Subtotal: [Amount]
Discount: [If any]
Tax: [Rate and amount, if you’re registered]
Total due: [Amount and currency]
Payment
Payment terms: [e.g. 14 days]
How to pay: [Bank details or payment link]
Late payment: [Your late payment terms, if any]
Notes
This invoice is now past due. Please pay the outstanding amount by [date], or reply to let us know when payment will be made.
Reminder emails
Day 1 after the due date — Subject: Invoice [number] — friendly reminder
Hi [Name], a quick reminder that invoice [number] for [amount] was due on [date]. Here it is again: [link]. If it’s already on its way, thank you, and please ignore this.
Day 7 — Subject: Invoice [number] is now 7 days overdue
Hi [Name], invoice [number] for [amount] is now a week overdue. Could you let me know when we can expect payment? If something is holding it up, such as a PO or the wrong contact, tell me and I’ll sort it.
Day 21 — Subject: Overdue invoice [number] — action needed
Hi [Name], invoice [number] for [amount] is now three weeks overdue. Under our agreement, we’ll pause further work until it’s settled. Please pay by [date] or call me to agree a payment plan.
How to fill it in
Add your business details and the client’s, including any purchase order or reference they gave you.
Give the invoice the next number in your sequence and set the invoice and due dates.
List each item of work using the same names as your quote or agreement, such as “Project work”.
Show quantities, rates and amounts, then the subtotal, any discount, tax if you’re registered, and the total.
Fill in the tax or business id, then add how to pay and your payment terms.
Check it against the agreement, attach what backs it up (for freelancers, usually some clients need it for their records), and send it as a PDF or payment link.
Use it in Word, Excel, Google Docs or PDF
Microsoft Word
Download the Word (.docx) file and open it. If Word opens it in Protected View, select Enable Editing.
Use Find (Ctrl+F or Cmd+F) and search for “[” to jump between the placeholders you need to replace.
Save a clean copy as a Word template (File → Save As → Word Template) so every new document starts from it.
Google Docs
Upload the .docx file to Google Drive.
Right-click it and choose Open with → Google Docs, then File → Save as Google Docs to keep an editable copy.
Use File → Make a copy for each new client so your master stays clean.
Excel and Google Sheets
Download the Excel (.xlsx) file. It has a blank sheet and a worked example.
Enter quantities, hours and rates: amounts, totals and tax calculate with built-in formulas.
To use Google Sheets, upload the file to Drive and choose Open with → Google Sheets; the formulas carry over.
PDF
Use Print or save as PDF in the template section above to print just the template, or fill it in Word or Google Docs first and export it (File → Save As → PDF in Word, File → Download → PDF document in Google Docs).
Example: Sam Okafor invoice for Riverbend Events
A filled-in example for a event website and email templates. Both companies are fictional.
Invoice details
Invoice number: INV-0142
Invoice date: 3 June
Due date: 17 June
From: Sam Okafor
Bill to: Riverbend Events
Line items
Item
Description
Qty / time
Rate
Amount
Project work
Agreed deliverables, phase 1
Fixed fee
$1,800.00
$1,800.00
Additional hours
Changes requested 4–8 May
6 hours
$75.00
$450.00
Software licence
Template purchased for the project, at cost
1 item
$59.00
$59.00
Totals
Subtotal: $2,309.00
Tax: Not charged in this example
Total due: $2,309.00
Payment terms: 14 days, by bank transfer or card link
Notes
PAST DUE: this invoice was due on 17 June. Please pay by 1 July or let us know when payment will be made.
Send invoices from Angelwood
Angelwood’s invoicing creates invoices with line items, tax and discounts, can build an invoice from approved billable time, and lets clients view and pay through Stripe in their portal.
Name each line the way your quote or agreement did. If the client can match “Project work” to what they approved, the invoice gets paid without questions.
02
Bill the way freelancers get paid.
Invoice a deposit on larger projects before you start. Freelancers price by project, day or hour. Fixed project fees with an hourly rate for extras are the most common.
03
Keep the evidence close.
Follow up the day after the due date with a polite reminder. Reference the approved quote, timesheet or report behind each invoice, so any query is answered in one message.
Your name and business details, the client’s details, an invoice number and date, a description of the work, amounts, the due date and how to pay. Add tax details if you’re registered for sales tax or VAT.
What payment terms should freelancers use?+
Fourteen days is common for freelancers; some use 7 or 30. Whatever you choose, put the due date on the invoice rather than just “Net 14”, so there’s no doubt.
Can I charge interest on a past due invoice?+
In many places you can, if your terms allow it or the law gives a statutory right (the UK, for example, has statutory interest on late commercial payments). Check the rules where you and the client are based, and state late payment terms on every invoice.
When should I stop work for an unpaid invoice?+
Only if your agreement allows it, and after written notice. Pausing work is often the most effective lever, but tell the client the date it will happen first.
What payment terms should I put on an invoice?+
Fourteen or thirty days are the most common. Write the actual due date on the invoice as well as the terms, and include every way the client can pay.
Can I edit this template in Word or Google Docs?+
Yes. Download the Word (.docx) file and open it in Microsoft Word, or upload it to Google Drive and choose Open with → Google Docs. There’s also a Markdown version for any text editor. No account or email address is needed.
How do I save it as a PDF?+
Fill it in, then export it: File → Save As → PDF in Word, or File → Download → PDF document in Google Docs. On this page you can also print just the template or save it as a PDF from your browser’s print dialog.
Does the Excel version calculate totals?+
Yes. Enter quantities, hours and rates and the amounts, subtotal, tax and total calculate automatically. It also works in Google Sheets: upload it to Drive and open it with Google Sheets.