Invoice Notes and Footer: 30 Examples to Copy

Quick answer: Good invoice notes examples are short and specific: a thank you, the payment terms and due date, how to pay, the late fee policy, any tax wording such as reverse charge, and a project reference. Put job-specific notes above the totals or below the line items, and standing details like company and VAT numbers in the footer.

The notes and footer are the least designed part of most invoices, yet they answer the questions that delay payment: when, how, and what happens if it is late. Below are 30 invoice notes examples you can copy, grouped by purpose, plus guidance on placement and wording. Paste any of them into the Notes field of the free invoice generator and edit the details.

What are invoice notes?

Invoice notes are free-text messages printed on the invoice, usually under the line items or near the totals. They cover anything the structured fields do not: a thank you, payment instructions, a reference to a contract, or tax wording. The invoice footer sits at the bottom of each page and holds information that never changes, such as your registered business details. Invoice terms and conditions are your standing rules on payment and liability, and they belong primarily in your contract.

Area	Purpose	Changes per invoice?
Notes	Job-specific messages, thank you, references	Often
Payment terms	Due date, methods, late fee	Rarely
Terms and conditions	Summary of contract rules	Rarely
Footer	Legal name, registration and tax numbers, contact	Never

Thank you note invoice examples

1. Thank you for your business. It was a pleasure working with you on this project.
2. Thanks for choosing [Business Name]. We look forward to working with you again.
3. Thank you for your prompt payment on previous invoices. We appreciate it.
4. Thanks again for the referral to [Name]. It means a lot to a small business like ours.
5. Thank you for being a client since [year]. Here is to the next project.

Keep the thank you to one line, and put it first or last so it does not interrupt the payment details.

Payment terms notes

6. Payment is due within 30 days of the invoice date (by [date]).
7. Payment is due on receipt.
8. Payment terms: Net 14. Please include invoice number [INV-0000] as your payment reference.
9. This invoice covers milestone 2 of 3. The final 30% will be invoiced on delivery.
10. A 50% deposit of [amount] was received on [date] and has been deducted from the total above.
11. Take 2% off if paid within 10 days; otherwise the full amount is due in 30 days.

Always state an actual date as well as the term. "Net 30" is clear to you, but a calendar date removes any argument about when the clock started. Our guide to invoice payment terms explains each option, and early payment discount shows how 2/10 Net 30 is calculated.

How-to-pay notes

12. Pay by bank transfer to the account below. Use invoice number [INV-0000] as the reference.
13. Pay online by card using the payment link: [link]. Card payments may carry a processing fee where permitted by law.
14. We accept ACH, wire and check. Make checks payable to [Legal Business Name].
15. International clients: please choose "OUR" charges so the full amount arrives, or add [amount] for bank fees.
16. Please send remittance advice to [email] when you pay so we can match your payment.

Payment details are covered in depth in bank details on an invoice and how to add a payment link to an invoice. Note that this generator does not process payments: it prints the details you enter.

Late payment notes

17. Invoices unpaid after the due date incur a late fee of 1.5% per month, as agreed in our contract dated [date].
18. Overdue balances are subject to a flat late fee of [amount] after 15 days.
19. UK B2B: we reserve the right to claim interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
20. Please contact us before the due date if there is any problem with this invoice, so we can resolve it quickly.

A late fee is easier to enforce when it was agreed in advance, and some US states cap the rate you can charge. Read how to charge late payment fees before you add one, and for UK debts see statutory late payment interest for the 8% over base rate calculation and the fixed compensation amounts.

Tax and legal wording notes

21. Reverse charge: customer to account for VAT to HMRC. (UK domestic reverse charge wording varies by sector; check the specific rule that applies.)
22. Reverse charge: VAT to be accounted for by the recipient under Article 196 of Council Directive 2006/112/EC.
23. Zero rated: export of goods outside the UK.
24. Not registered for VAT. No VAT has been charged.
25. Sales tax has not been charged on [item]; it is exempt in [state]. Resale certificate on file.

Tax notes must match your actual treatment, so use them only when they are true. The reverse charge invoice guide and zero-rated vs exempt VAT give the full wording rules. If you are unsure, ask your accountant or check with your tax authority.

Project and reference notes

26. PO number: [PO-0000]. Please quote it on all correspondence.
27. Work completed under the Statement of Work dated [date].
28. Hours are detailed in the attached timesheet for [period].
29. This invoice replaces invoice [INV-0000], which has been cancelled by credit note [CN-0000].
30. Usage rights for the delivered files transfer on receipt of full payment.

A PO number on the invoice is often the single thing that decides whether a larger client pays on time, because their accounts payable team cannot match the invoice without it.

Invoice terms and conditions examples

If you summarise your terms on the invoice, keep them to a few short lines that match your contract. Examples you can adapt:

• All work is supplied under our terms of business at [link] and the agreement dated [date].
• Ownership of goods remains with [Business Name] until payment is received in full.
• Queries about this invoice must be raised within 7 days of the invoice date.
• Cancellations within 48 hours of the booked date are charged at 50% of the fee.
• Prices are in USD and exclude bank or card fees, which are the payer's responsibility.

These are summaries, not a substitute for a signed agreement. The freelance contract template lists the clauses worth agreeing upfront.

Invoice footer examples

The footer holds details that are the same on every invoice. Many jurisdictions require some of them on business documents. A typical footer for each type of business:

• US sole proprietor: Jane Doe Design LLC · 100 Main St, Austin, TX 78701 · jane@example.com · example.com
• UK limited company: Example Studio Ltd · Registered in England and Wales, company no. 01234567 · Registered office: 1 High Street, Leeds LS1 1AA · VAT reg. no. GB123456789
• EU business: Example GmbH · Musterstraße 1, 10115 Berlin · HRB 123456 · USt-IdNr. DE123456789 · IBAN DE00 0000 0000 0000 0000 00
• UAE business: Example Trading LLC · Dubai, UAE · TRN 100000000000003

For the right registration and tax numbers by country, see tax ID on an invoice.

Where to put notes on an invoice

• Under the line items, above or beside the totals: job-specific notes, deposit deductions, milestone context.
• Next to the totals: due date and payment terms, because that is where the eye lands.
• Payment block: bank details, payment link, reference instructions.
• Footer: legal and registration details, contact information.

Design matters here. Notes in 7-point grey text get missed. Our professional invoice design tips cover hierarchy and type size, and the Minimal template leaves a clean notes area below the totals.

Worked example: notes on a real invoice

A freelance copywriter bills $2,400 for a website rewrite: 16 hours at $150. The client paid a $600 deposit. The balance is $2,400 - $600 = $1,800, due Net 15 from an invoice dated 1 November 2026, so the due date is 16 November 2026. The notes area reads:

Thank you for your business. A deposit of $600 was received on 6 October 2026 and has been deducted. The balance of $1,800 is due by 16 November 2026. Please pay by ACH to the account below and use INV-2026-031 as the reference. Late balances incur a 1.5% monthly fee as agreed in our contract of 2 October 2026.

That is 59 words and it answers every question a client's accounts team would ask: what was paid, what is owed, when, how, and what happens if it is late.

Common mistakes with invoice notes

• Introducing new terms on the invoice. A late fee or ownership clause the client never agreed to is hard to enforce.
• Contradicting the contract, such as Net 30 in the contract and Net 15 in the notes.
• Wrong tax wording, such as a reverse charge note on a domestic sale.
• Too much text. Long paragraphs bury the due date.
• Stale notes copied from the last client, with the wrong name or project.
• Aggressive tone on a first invoice. Save firmer language for payment reminder emails.

Invoice notes checklist

• One-line thank you
• Due date as a calendar date plus the term
• How to pay and the reference to use
• Deposit or prior payments, if any
• Late fee policy that matches your contract
• Tax wording only where it applies
• PO or project reference
• Footer with legal name, registration and tax numbers

Next step

Pick three or four notes from this list, edit them for your business, and save them as your standard wording. Open the invoice generator, paste them into the Notes field, and download a PDF. When you send it, a clear invoice email subject line helps the invoice get opened and paid.