Clear payment terms tell the customer how much is due, when it is due and how to pay. Recording the same due date in your invoice list also makes unpaid work easier to review.
Agree the payment period before issuing the invoice wherever possible. A due date copied from habit can conflict with the contract, purchase order or the customer’s approved terms.
This guide focuses on practical PDF invoicing for sole traders, particularly non-VAT businesses. It does not calculate statutory interest, enforce payment or replace advice about a dispute.
Create an invoice with payment termsSet useful payment terms on an invoice
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1
Check the agreed payment period
Use the contract, accepted quote or purchase order rather than assuming that every customer accepts 14 or 30 days.
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2
Enter invoice, supply and due dates
Keep the invoice date, supply date and payment deadline distinct. The due date should match the agreed period and any customer processing requirements.
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3
Add usable payment instructions
Select bank transfer, cash or a custom method and provide the details the customer needs. Put a purchase-order reference or concise term in the note where appropriate.
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4
Review unpaid invoices
After issue, the invoice remains unpaid until you verify receipt. The list distinguishes unpaid invoices before the due date from those that are overdue.
Example: a 30-day term agreed with a client
A sole trader completes design work on 2 December and issues the invoice that day. The accepted quote gives the client 30 days to pay, so the invoice records a due date of 1 January rather than relying only on the words “Net 30”.
- Invoice and supply dates shown separately where needed.
- A specific calendar due date matching the agreement.
- Bank details and the client purchase-order reference.
Save a normal payment period for new invoices
Account settings can store a default maturity period of 7, 14, 30, 60 or 90 days. New invoices use it to calculate the due date from the issue date.
The default saves time but is not a contract rule. Override it whenever the customer or engagement has different terms.
A due date does not prove payment
The status remains a simple paid or unpaid marker. If an unpaid invoice passes its due date, it appears overdue; the application does not assume that money arrived on the deadline.
Check your own payment evidence before marking the invoice paid. Automatic matching, where enabled, works from forwarded bank notification emails rather than a direct bank connection.
No reminders, collection or legal enforcement
Simple Invoicing does not email invoices or reminders, calculate late-payment interest, collect money or manage disputes. It creates the PDF and provides a lightweight status overview.
HMRC plans mandatory e-invoicing for all VAT invoices from April 2029. The current product creates PDFs, not structured e-invoices, so VAT-registered businesses should follow the implementation roadmap.
Related guides
Frequently asked questions
Use the date that reflects your agreed terms and current requirements. A calendar date is clearer for the customer than an unexplained shorthand alone.
Yes. You can save a 30-day default, as well as 7, 14, 60 or 90 days, and override it on an individual invoice.
No. It identifies an unpaid invoice as overdue from its due date but does not send reminders or begin collection.
Put a clear payment deadline on your next invoice
Record the agreed due date and payment details, then check the full PDF before sending it yourself.
Create an invoice