• How to Use This Cheat Sheet
• Deposit and Upfront Payment Terms
• Milestone and Progress Billing Terms
• Overdue and Late Payment Follow Up Scripts
• International and Multi Currency Terms
• Early Payment Discount Terms
• Retainer and Recurring Service Terms
• Build Your Terms Into Every Invoice

Most businesses know they need clear payment terms on their invoices. The problem is sitting down and writing them. You stare at a blank notes field, unsure whether you sound too aggressive, too vague, or too casual. This cheat sheet solves that. Every template below is ready to copy, customize with your details, and paste directly into your next invoice.

For a deeper look at why specific language drives faster payments, see our guide on writing professional invoice notes and payment instructions.

How to Use This Cheat Sheet

Replace anything in [brackets] with your own details. Each template includes the payment amount, due date, accepted methods, and consequences for late payment. Adjust the tone to match your client relationship, but keep the structure intact. Specificity is what makes these work.

Deposit and Upfront Payment Terms

Standard Deposit (New Client)

A deposit of [percentage]% of the total project value is due before work begins. Upon receipt of [deposit amount] by [date], your project will be scheduled for [start date]. The remaining balance is due upon completion. Accepted payment methods: [bank transfer / credit card / online payment link].

Deposit with Cancellation Clause

A non refundable deposit of [percentage]% is required to secure your booking. If the project is cancelled after work begins, the deposit covers time and resources already committed. Remaining balance of [amount] is due by [date].

For guidance on structuring deposit models by project size, see creative payment terms that actually work.

Milestone and Progress Billing Terms

Three Phase Milestone

This project is billed in three phases: Phase 1 ([description]): [amount] due by [date] Phase 2 ([description]): [amount] due by [date] Phase 3 ([description]): [amount] due upon final delivery Each phase begins after payment for the previous phase is received.

Percentage Based Progress Billing

Billing occurs at [25/50/75/100]% project completion. You will receive an invoice at each stage with a summary of work completed, the current amount due, and the remaining balance. Payment is due within [number] days of each invoice.

If your projects span weeks or months, our guide to progressive invoicing explains how to set up the full workflow.

Overdue and Late Payment Follow Up Scripts

Friendly First Reminder (3 to 5 Days Overdue)

Hi [Name], this is a quick reminder that Invoice [number] for [amount] was due on [date]. If payment is already on the way, please disregard this message. If you have any questions about the invoice, feel free to reach out.

Firm Second Reminder (14+ Days Overdue)

Invoice [number] for [amount] is now [number] days past due. Per the agreed terms, a late fee of [percentage]% per month applies to overdue balances. Please arrange payment by [new deadline] or contact me to discuss a payment arrangement.

Final Notice (30+ Days Overdue)

This is a final reminder regarding Invoice [number], originally due [date]. The outstanding balance including applicable late fees is [total]. Payment is required by [date] to avoid further action. Please contact [name/email] immediately if you need to arrange a payment plan.

For automated reminder workflows that handle follow ups without manual effort, see how to automatically remind clients about unpaid invoices.

International and Multi Currency Terms

Cross Border Payment Instructions

Total due: [amount] [currency code, e.g. USD/EUR/GBP] Payment method: International wire transfer Bank: [bank name] SWIFT/BIC: [code] IBAN: [number] Account holder: [name] Reference: Invoice [number] All bank fees are the responsibility of the sender. Please allow 3 to 5 business days for processing.

Dual Currency Option

This invoice may be settled in [Currency A] or [Currency B]. If paying in [Currency B], please use the exchange rate published by [source] on the date of payment. Total in [Currency A]: [amount]. Estimated equivalent in [Currency B]: [amount].

Early Payment Discount Terms

Standard Early Payment Discount

Pay within [number] days and receive a [percentage]% discount. Full amount of [total] is due by [standard due date]. Discounted amount if paid by [early date]: [discounted total].

Tiered Discount

[percentage]% discount if paid within [number] days [percentage]% discount if paid within [number] days Full amount due by [standard due date] Discounts apply to the invoice subtotal before tax.

Retainer and Recurring Service Terms

Monthly Retainer

A retainer fee of [amount] is due on the [1st/15th] of each month for [service description]. This covers up to [number] hours of work. Additional hours are billed at [rate] per hour. Unused hours do not roll over to the following month.

Recurring Service Agreement

Your [service] subscription is billed [monthly/quarterly] at [amount]. Payment is due within [number] days of each invoice. Services may be paused if payment is not received within [number] days of the due date.

For tips on structuring installment schedules that protect both parties, review our practical tips for sending invoices with payment installments.

Build Your Terms Into Every Invoice

Having the right script matters less if it lives in a document you forget to reference. The most reliable approach is building your preferred terms directly into your invoice templates so every document goes out with consistent, professional language.

Pricefic lets you save custom payment notes and terms across all your invoices and quotations, so you write the perfect script once and reuse it on every document. Pair that with automatic payment reminders and partial payment tracking, and your terms do the work for you.

Start building your invoices with clear, professional payment terms today at pricefic.com.