⚠️ Legal

Invoice Disclaimer & Terms: What to Include at the Bottom of Every Invoice

The fine print at the bottom of your invoice is not just boilerplate — it is your legal protection. A few carefully worded clauses can determine whether you can charge late fees, claim statutory interest, and win a dispute. Here is what to include and exactly how to word it.

⚠️ Disclaimer: This article is for general informational purposes only and does not constitute legal advice. For invoices above €5,000 or complex client relationships, consult a solicitor or legal professional in your jurisdiction.

What Is an Invoice Disclaimer?

An invoice disclaimer — also called invoice terms and conditions — is the set of legal statements at the bottom of your invoice that govern how and when payment should be made, what happens if it is not, and how disputes are resolved.

Most freelancers include either nothing (dangerous) or generic terms they copied from someone else (unreliable). The terms you include should reflect your actual situation, your jurisdiction, and your working practices.

What invoice terms typically cover:

  • → Payment terms — when payment is due
  • → Late fee clause — what you charge for overdue invoices
  • → Interest clause — statutory interest rights
  • → Retention of title — for goods (not services)
  • → Dispute resolution — time limits and process
  • → Jurisdiction — which country's law applies

5 Essential Invoice Terms (With Templates)

These are the five terms every freelancer invoice should include. Each has a copy-paste template and an explanation of why it matters.

1

Payment terms

Template text

Payment is due within [14/30] days of invoice date. Invoice date: [Date]. Due date: [Date].
Why this matters: This is the most fundamental term. Without a clear due date, you cannot legally claim a payment is late. Always include both the invoice date and the due date in your terms — not just one of them.
2

Late fee clause

Template text

A late payment fee of [X]% of the outstanding balance will be applied for each month (or part thereof) that payment remains outstanding beyond the due date.
Why this matters: This creates a financial incentive to pay on time and compensates you for the cost of chasing. Common rates: 1.5–2% per month. Ensure this is referenced in your original contract as well — a term that first appears on an invoice may not be enforceable in all jurisdictions.
3

Statutory interest clause

Template text

Statutory interest will apply to all overdue amounts in accordance with applicable law (Late Payment of Commercial Debts (Interest) Act 1998 for UK clients / EU Late Payment Directive 2011/7/EU for EU clients).
Why this matters: In the UK and EU, you have a legal right to charge 8% above base rate on overdue B2B invoices. Referencing the law makes this term unambiguous and signals you know your rights.
4

Dispute clause

Template text

Any dispute regarding this invoice must be raised in writing within 14 days of the invoice date. Failure to raise a dispute within this period constitutes acceptance of the invoice as valid and payable.
Why this matters: This prevents clients from raising a dispute 6 weeks later — after multiple payment reminders — and claiming the work was unsatisfactory. A time limit on disputes is reasonable and enforceable.
5

Jurisdiction clause

Template text

This invoice is subject to the laws of [England and Wales / Netherlands / Germany / your jurisdiction]. Any disputes arising will be resolved in the courts of [jurisdiction].
Why this matters: If you work with international clients, this matters enormously. Without a jurisdiction clause, it can be unclear which country's law applies in a dispute. State your home jurisdiction clearly.

Full Invoice Disclaimer Template

Here is a complete invoice footer you can copy and paste into your invoices. Replace the bracketed placeholders with your own details.

Copy-paste ready — invoice footer

PAYMENT TERMS & CONDITIONS

Payment is due within [14] days of invoice date. Due date: [Date].

Late payments: A late payment fee of 2% per month will be applied to all amounts outstanding beyond the due date. Statutory interest will also apply in accordance with applicable law (Late Payment of Commercial Debts (Interest) Act 1998 / EU Directive 2011/7/EU).

Disputes: Any disputes regarding this invoice must be raised in writing within 14 days of the invoice date. Failure to do so constitutes acceptance of the invoice as valid and payable.

Jurisdiction: This invoice is governed by the laws of [England and Wales / Netherlands / your jurisdiction].

[Business Name] | [Registration Number if applicable] | [VAT/BTW Number if applicable]
[Address] | [Email] | [Phone]

This is a starting template. Adjust the late fee percentage, payment terms, and jurisdiction to match your situation. If you invoice in multiple countries, consider having a version for EU clients and a version for non-EU clients.

How to Add Terms to Chaser Invoices

When you create an invoice in Chaser, there is a Notes field at the bottom of the invoice builder. This is where your payment terms and disclaimer text appear on the final PDF and client-facing invoice page.

  1. 1. Open the Chaser invoice builder
  2. 2. Scroll to the Notes / Terms section at the bottom
  3. 3. Paste your disclaimer text
  4. 4. Save as a default template so it auto-fills on every new invoice

You only need to write it once. Chaser includes it on every invoice automatically after that.

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Add your terms once. Chaser prints them on every invoice and chases automatically when overdue.

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Frequently Asked Questions

Are invoice terms and conditions legally binding?

Yes, if they were agreed to before the work started. Terms that first appear on an invoice may not be fully enforceable if the client had no prior notice. Best practice: include the same terms in your contract or proposal, then reference them again on the invoice.

Can I charge a late fee if I did not mention it before?

In most jurisdictions, you can claim statutory interest without prior notice (it is a legal right). Custom late fees — e.g., 2% per month — require prior agreement. Include them in your contract and your invoice terms.

How much can I charge as a late payment fee?

There is no universal cap, but excessive fees may not be enforceable. Common freelancer rates are 1.5–2.5% per month. The UK Late Payment Act entitles you to 8% above base rate (around 13% per year) as statutory interest, without needing a custom clause.

Do I need a VAT number on my invoice?

If you are VAT-registered, yes — your VAT number must appear on all VAT invoices. In the Netherlands (BTW-nummer), UK (VAT number), and Germany (USt-IdNr.) this is a legal requirement once you exceed the registration threshold.

What is retention of title and do freelancers need it?

Retention of title (RoT) means you retain ownership of goods until paid. For service freelancers (designers, developers, writers), this is typically framed as intellectual property rights: 'Full IP rights transfer to the client upon receipt of full payment.' This is a valuable clause for creative freelancers.