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Late Payment Charges, Fees & State Limits
Customers not paying? Here's how to recoup your funds by charging interest and late fees on unpaid invoices.
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Table of Contents
Late payment charges — including late charge fees — are crucial tools for businesses to maintain cash flow. This article explains when and how to apply late fees, legal limits on maximum invoice late fees by state and best practices for enforcing policies effectively.
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What are late payment charges?
Late payment charges are financial penalties imposed on customers who fail to pay their invoices by the agreed-upon due date. These charges serve as both an incentive for timely payment and compensation for the inconvenience caused by delayed payments.
Did You Know?
According to a PYMNTS Intelligence report, nearly 60% of invoices are paid late, with almost half outstanding for more than 90 days. This makes late payment charges an essential tool for businesses to maintain healthy cash flow.
How late charge fees work
A late charge fee is a penalty amount you charge when a customer fails to pay by the invoice due date. Unlike interest fees that compound over time, these fees are added to the unpaid balance for each period payment remains overdue.
There are two main types of late payment charges:
Flat fees: A flat dollar amount (typically $25 to $50) charged when payment becomes overdue. Unlike interest, late fees don’t compound but can be assessed repeatedly according to your payment terms.
Percentage fees: Percentage fees are charged on the amount of the original invoice. For example, a 5% late fee on a $1,000 invoice would be a $50 late fee. These fees do not compound like interest charges, though; instead, if the invoice remains unpaid for another cycle, the percentage fee would be assessed on the original invoice amount and added to the overdue balance.
Both types of charges must be clearly outlined in your written agreements and comply with state regulations to be legally enforceable.
“From my experience … I’ve seen that combining both [types of] fees works best for encouraging timely payments,” said Andrew Lokenauth, a fractional chief financial officer who is also the founder of Fluent In Finance and TheFinanceNewsletter.com.
You can assess multiple late fees as long as these terms were established in your written agreement before the sale, appear on your invoices, and comply with state law. However, be mindful of state caps – if your state limits total penalties to 10% of the original invoice, interest fees might be more appropriate for larger balances.
FYI
The best accounting and invoicing software can help you effortlessly calculate and track interest and late fees on unpaid invoices. FreshBooks, in particular, has great tools for streamlining the payment process so you get paid what you're owed.
State-by-state maximum invoice late fees and grace periods
Use this table to check allowable late payment charges by state. These represent general legal guidelines for business invoicing and may be subject to change.
State
Max Late Fee
Grace Period
Notes
Alabama
No maximum
7 days
Alaska
No maximum
7 days
Arizona
No maximum
5 days
Arkansas
No maximum
None
California
No maximum
None
No statutory cap on invoice late fees
Colorado
No maximum
None
Connecticut
No maximum
9 days
Delaware
5% per month
5 days
Florida
5% of past due amount
15 days
Statutory cap applies to invoice late fees
Georgia
No maximum
None
Hawaii
8% per month
None
Idaho
5% of past due amount
10 days
Illinois
$20 or 20%, whichever is greater
None
Indiana
No maximum
None
Iowa
$60 per month for balances under $700; $100 per month for balances over $700
None
Kansas
No maximum
None
Kentucky
No maximum
None
Louisiana
No maximum
None
Maine
4% per month
15 days
Maryland
5% per month
15 days
Massachusetts
No maximum
30 days
Michigan
No maximum
None
Minnesota
8% per month
None
Mississippi
No maximum
None
Missouri
No maximum
None
Montana
No maximum
None
Nebraska
No maximum
None
Nevada
5% per month
None
New Hampshire
5% per month
None
New Jersey
No maximum
None
New Mexico
10% per month
None
New York
$50 or 5% per month, whichever is less
5 days
More restrictive for consumer accounts
North Carolina
$15 or 15% per month, whichever is greater
None
North Dakota
No maximum
None
Ohio
No maximum
None
Oklahoma
No maximum
None
Oregon
5% per month
None
Pennsylvania
No maximum
None
Rhode Island
No maximum
None
South Carolina
No maximum
None
South Dakota
No maximum
None
Tennessee
$30 or 10% per month, whichever is greater
5 days
Texas
No maximum
5 days
Applies to written contracts
Utah
No maximum
None
Vermont
No maximum
None
Virginia
No maximum
5 days
Washington
No maximum
None
West Virginia
No maximum
None
Wisconsin
$20 or 20% per month, whichever is greater
5 days
Wyoming
No maximum
None
District of Columbia
5% per month
5 days
Note: This content is for informational purposes only and may not reflect the latest legal requirements. Consult a legal advisor for compliance in your state.
How to calculate late fees: flat vs. percentage
Fixed amount approach
You charge the same dollar amount each time a payment is late. For example, on a $200 invoice with a $25 monthly late fee:
Month 1: $200 original invoice + $25 late fee = $225
Month 2: $225 balance + $25 late fee = $250
Month 3: $250 balance + $25 late fee = $275
Percentage approach
Some businesses calculate late fees as a percentage of the original invoice amount. Let’s say you have a 5% late fee policy and you invoice a client $1,000 with net 30 terms.
Month 1: The payment due date passes with no payment
Late fee calculation: $1,000 × 5% = $50
New balance: $1,000 + $50 = $1,050
Month 2: Customer still hasn’t paid
Late fee calculation: $1,000 × 5% = $50 (still based on original invoice amount)
New balance: $1,050 + $50 = $1,100
Month 3: Payment remains outstanding
Late fee calculation: $1,000 × 5% = $50 (again, based on original $1,000)
New balance: $1,100 + $50 = $1,150
Notice that with the percentage approach, the late fee remains $50 each month because it’s always calculated from the original $1,000 invoice amount, not the growing balance. This differs from interest charges, which would compound and grow larger each month.
Compliance and grace period guidelines
You should anticipate some customers questioning whether your interest or late fee charges are legal. Whether they are depends on whether you’re following the law.
“The legality of these fees is primarily governed by state laws, particularly those related to usury and contract law,” explained Ben Trigg, founder and CEO of Payello. “Usury laws set a limit on the interest rate that can be charged and contract law requires you to inform the customer about your fees.”
Before implementing any late fee or interest charge policy, ensure you complete these essential steps:
Legal requirements
Research your state’s maximum late fee limits (refer to the state-by-state table above)
Verify your state’s required grace period before fees can be applied
Ensure your fee structure complies with state usury laws
Confirm fees are reasonable and not punitive in nature
Review Fair Debt Collection Practices Act requirements if dealing with consumer debts
Contract and documentation
Include clear late fee terms in all written agreements and contracts
Specify fee amounts or percentages in your invoicing terms
State the grace period (if any) before fees are assessed
Define when and how frequently fees will be applied
Obtain customer acknowledgment of fee terms before service delivery
Invoice requirements
Display late fee policy clearly on all invoices
Include specific fee amounts or calculation methods
Show grace period information
Ensure terms are prominently visible and easy to understand
When you issue an invoice with a late fee, you should include an explanation of the charge. (Image credit: business.com)
Grace period compliance
Implement systems to track invoice due dates accurately
Wait the required grace period before applying any fees
Document when grace periods begin and end for each invoice
Never apply fees before the legally required waiting period expires
Fee application standards
Apply fees consistently according to your stated terms
Calculate fees correctly based on your chosen method (fixed amount vs. percentage)
Maintain records of all fee assessments and calculations
Ensure total accumulated fees don’t exceed state-imposed caps
Customer communication
Send clear notices when payments become overdue
Explain fee calculations transparently
Avoid excessive or harassing collection communications
Provide customers with copies of the original agreement terms upon request
Tip
Send electronic invoices with a link to a secure online payment page. The immediacy and convenience can motivate disorganized clients and procrastinators to pay what you're owed.
Alternatives to charging late fees
There are other ways to collect on your unpaid invoices besides charging interest and late fees. You may want to consider the alternative options below.
Communicating with your customer: Contact the customer to see what’s holding up their payment. “Missed payments aren’t always on purpose,” Trigg pointed out. It could be something fixed easily and reaching out shows empathy while still getting the message across that you expect to be paid. You can use this opportunity to gently remind the client that nonpayment will incur interest or fees.
Providing payment incentives: Wave a carrot instead of a stick by offering a discount for full payment upfront or within 30 days. Sometimes, incentives to pay early or on time can be more effective than threats of fees and interest charges. Bird revealed, “Our data across millions of invoices paid since 2022 shows that a prompt payment discount, such as 2 percent if paid within 10 days, is the most effective way of getting cash into the bank well ahead of your due date.”
Collecting payment upfront: Asking customers to pay upfront eliminates any potential nonpayment issues. You can also require a deposit instead of asking for full payment. “This changed my business completely,” Lokenauth told us. It’s up to you to decide if an upfront payment or deposit is more appropriate for your company, but business.com’s guide to requiring a deposit and upfront payments can help.
Offering payment plans: Consider offering a payment plan if the client is having financial difficulties. You’ll show empathy while collecting at least some of what is owed. Payment plans usually include an interest charge, although you don’t have to add one. You can also provide a payment plan regardless of any financial hardship; even customers with the means to pay in full may prefer the option to pay in installments.
Selling outstanding invoices: If you don’t think interest or late fees will prompt customers to pay their overdue balances and you can’t keep waiting to get paid, you might want to opt for invoice factoring. A lender will purchase your outstanding accounts receivable and give your business funds in exchange. Bird recommended this option especially if you need to “improve your cash flow.” Several highly rated business loan providers facilitate invoice factoring and a similar option known as invoice financing.
Late fee charges are viable collection tactics that speed up the debt collection process and compensate you for the costs of interrupted cash flow and additional collection activity. As long as you do it correctly and don’t alienate customers or get in trouble with the law, you might find it preferable to the alternatives above.
“But most important of all,” Bird said, “is to set up a strong receivables process from the get-go, with … payment reminders before invoices become overdue in the first place.”
Best practices for late fee policies
The key to charging interest or a late fee is to do it legally and without losing sight of your goals. Collecting the original invoice amount and maintaining a good relationship with the customer should always be your primary objectives. The experts we spoke with recommend following the best practices below.
You must have a written agreement to assess interest fees or late fees: Although these fees are standard practice in many industries, you should let your client know your intention in advance. Ensure the original contract the client signed states any fees that will be assessed, when they will be assessed, whether they compound and if there is a grace period. “This saves headaches,” said Lokenauth, who admitted he “learned this one the hard way.”
Don’t charge more than 10 percent interest per year or excessive late fees: You can charge interest on unpaid invoices if you stay within the bounds of the law. Some states restrict the amount you can charge in late fees, but you’re likely safe if you cap rates at 10 percent. “Make sure your late fee amounts are reasonable and proportional to the debt,” advised Lokenauth.
Don’t call interest or late fees a penalty: Do not describe the interest or late fee as a “penalty.” This could imply that you are attempting to punish the client instead of covering the additional costs involved in collecting the money you’re owed. If you have to go to court, this could hurt you.
Offer a grace period: A grace period is a time after the invoice is due in which you don’t charge interest or fees as long as payment is made in that window. For example, if an invoice is due on the first of the month, the grace period may be an additional 10 days. That way, you avoid alienating your client if payment is a few days late. “I’ve found this builds goodwill,” Lokenauth said.
Immediately alert clients when their payments are past due: “Consider a tiered approach before charging fees — gentle reminders first with a projected fee, then formal notices with fees,” recommended Denym Bird, co-founder of Paidnice. Both Bird and Lokenauth stressed the need to be “consistent” in enforcing fees.
Take advantage of modern payment technology: Bird said business owners should use invoicing automation tools “to calculate and apply fees accurately.” But it’s not about streamlining processes just for yourself; you should for your clients as well. “Make it easy for customers to pay by providing multiple payment options,” said Bird.
Tip
Include your interest or late fee policy on all invoices as well as any statements and payment reminders. Our guide to creating a professional invoice details what else you should include.
FAQs: Late Payment Charges, Limit Laws & Fee Application
Late payment charges are additional fees imposed on customers who fail to pay their bills by the agreed-upon due date. These charges are typically added to the outstanding balance and serve two primary purposes: encouraging timely payments and compensating businesses for the inconvenience and additional costs caused by delayed payments.
Late payment charges are usually outlined in contracts or agreements and can take different forms, either as a fixed dollar amount (such as $25-$50) or as a percentage of the overdue invoice amount (commonly 1-2% of the past-due balance).
Yes, you can legally charge late fees on invoices, but there are important requirements you must follow:
Clear documentation: You must include the late fee terms in your written agreement or invoice.
Advance notification: Clients must be informed of your late fee policy before it's applied.
State law compliance: You must adhere to your state's specific regulations and limits.
Reasonable amounts: Fees must be proportional to the invoice value.
The legality of late fees is primarily governed by state laws, particularly those related to usury and contract law. Most experts recommend keeping fees at or below 10% annually to avoid legal issues.
Illinois: $20 or 20% maximum, whichever is greater
Tennessee: $30 or 10% per month maximum, whichever is greater
Wisconsin: $20 or 20% per month maximum, whichever is greater
States with no maximum limits:
California, Texas, Georgia, Pennsylvania, and many others have no statutory caps on late fees
Additionally, some states require grace periods before late fees can be applied, ranging from 5 days (Texas, New York) to 30 days (Massachusetts). You should research your specific state's laws or consult with a legal professional to ensure compliance.
What’s the difference between a late fee and an interest charge?
The distinction between late fees and interest charges is important both legally and practically:
Late fees:
A contractual penalty for breach of the agreed repayment terms
Applied as a one-time charge when payment becomes late
Functions as liquidated damages for failing to meet payment obligations
Typically a flat amount or fixed percentage applied once
Interest charges:
The ongoing cost of deferring payment over time
Compounds monthly on the outstanding balance
Calculated as an annual percentage rate divided by 12 for monthly application
Continues to accrue as long as the balance remains unpaid
For example, a late fee might be a one-time $50 charge when an invoice becomes overdue, while an interest charge of 10% annually (0.83% monthly) would be applied to the growing balance each month it remains unpaid.
Courts recognize this distinction and will not allow interest charges if your agreement only authorizes late fees, and vice versa. Your contract language must be clear about which type of charge you're applying to ensure enforceability.
Jennifer Dublino is an experienced entrepreneur and astute marketing strategist. With over three decades of industry experience, she has been a guiding force for many businesses, offering invaluable expertise in market research, strategic planning, budget allocation, lead generation and beyond. Earlier in her career, Dublino established, nurtured and successfully sold her own marketing firm.
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