Late Payment Fees on Invoices: A BC Trade Business Guide
Late payments are the silent margin killer for BC trade businesses. You finished the job three weeks ago, the customer is happy, and your invoice is sitting in their inbox aging like cheese. Meanwhile your supplier is calling, your crew needs a Friday cheque, and you're carrying the cost of someone else's cash flow.
Late fees aren't about being difficult. They're about protecting the business you've built so the next job doesn't get squeezed. Here's how BC contractors and trade owners can structure them legally, communicate them clearly, and actually collect.
Quick answer: invoice late fee wording you can copy
“Payment is due within 15 days of the invoice date. Overdue balances are charged interest at 1.5% per month (18% per annum), calculated from the due date until paid in full.”
- Agree it before the work starts. Put the same wording on your quote or terms, not just on the invoice, or it's hard to enforce.
- Always state the annual rate. Under the federal Interest Act, a monthly rate without its yearly equivalent can be cut to 5% a year.
- Stay in the normal range. 1.5% a month (18% a year) is standard for trades. 2% a month (24% a year) is the top of what courts tend to accept.
The full clause, including collection costs, is further down this page.
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Why most "late fees" on BC trade invoices are unenforceable
The biggest mistake we see at TradeBrain: an owner adds a "2% per month late fee" stamp to an invoice after the customer is already late, and assumes that creates a debt the customer owes. It doesn't.
Under BC contract law, a late fee is only enforceable if it was agreed to before the work happened. That means the fee structure has to appear on:
- The signed quote or estimate the customer accepted, or
- The terms of service / engagement letter, or
- The invoice — but only if the invoice was issued before any work began (e.g. for deposits), or if your customer has a documented practice of accepting your invoice terms.
If your terms only appear on the invoice you send after the work is done, a BC Small Claims judge is unlikely to enforce it. The good news: this is a 10-minute fix.
What's the legal late fee rate in BC?
There isn't a single statutory maximum for B2B late fees in BC, but two laws shape the ceiling:
- Federal Interest Act — if your fee is expressed as a monthly rate, you must also state the equivalent annual rate. So "1.5% per month" must be written as "1.5% per month (18% per annum)" or the courts can reduce it to 5% per annum. This trips up most invoice templates.
- BC Court Order Interest Act — sets the default interest a court will award if you didn't specify one. For 2026 it floats around 5% annually. If you don't have a contract clause, this is what you'll get awarded — far below what most trades actually charge.
So what's reasonable? Industry standard across BC trades right now:
- 1.5% per month (18% per annum) — the most common rate. Defensible, mirrors credit-card APR, easy to compute.
- 2% per month (24% per annum) — top of the defensible range. Enforceable but expect more pushback from larger customers.
- $25–$50 flat first-month fee, then 1.5%/month after — popular with residential trades; the flat fee covers admin time chasing the invoice.
Anything north of 24% annual starts looking like a penalty, and BC courts can refuse to enforce penalties even if both parties signed off.
An invoice late-fee clause that actually holds up
Copy this into your engagement letter, quote terms, and the bottom of every invoice. Adapt the rate to whatever you've decided fits your business — just keep the monthly-plus-annual phrasing.
Payment terms: Net 15 from invoice date. Invoices unpaid after 15 days are subject to a late payment fee of 1.5% per month (18% per annum), calculated daily from the invoice due date until the balance is paid in full. The customer also agrees to pay reasonable costs of collection, including filing fees and collection agency commissions, on any account referred to collections.
Three things to notice:
- The annual rate is spelled out — required by the federal Interest Act.
- It's tied to the invoice due date, not "from when we feel like enforcing it."
- Collection costs are flagged separately so if you do escalate, those are recoverable too.
The BC trade invoice template that gets paid faster
Late fees only do half the job — the rest is invoice design. Here's the structure that performs best for residential and small-commercial trades in BC:
- Net 7 instead of Net 30. Net 30 was a holdover from the days of mailed cheques. Pick Net 7 (or Net 15 max) and your average days-to-paid drops by a third.
- Due date in bold, top right. Not "issued on Apr 14, terms net 30, due..." — just Due May 14. The brain processes a date faster than terms.
- Single primary payment method. e-Transfer to one address, prominently displayed. Multiple options give the customer permission to "figure it out later."
- Line items in plain English. "Furnace install — labour 8 hrs, materials per attached" beats a 14-line breakdown that triggers nitpicking.
- Late fee terms restated at the bottom. Same phrasing as your engagement letter. Reminders the customer already agreed.
- One personal sentence. "Thanks Mike — appreciate you having us back" makes the invoice feel like a relationship, not a transaction. People pay relationships faster.
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The enforcement ladder: from gentle nudge to small claims
An unpaid invoice in BC is a slow-moving problem you can defuse early. Here's the escalation pattern that recovers ~90% of overdue balances without lawyers:
Day 1 after due — automated friendly reminder
QuickBooks, Jobber, and HoneyBook all send these automatically. Don't write a custom one. The message: "Hey — just bumping this invoice up your inbox in case it got buried. Pay link below."
Day 7 overdue — personal touch
You (the owner) text or email directly. Short, warm, no fee mentioned yet. "Hey Mike, didn't see this come through — everything OK on your end?"
Day 15 overdue — first late fee assessed
Send a new statement showing the original invoice + the late fee line item. Include the exact contract clause they agreed to. This is the moment most customers pay.
Day 30 overdue — final notice + 10-day collection warning
Formal email with subject "Final notice — Invoice #XXXX." State you'll refer the account to collections or BC Small Claims after 10 days. Attach the original signed engagement letter showing the terms.
Day 40+ — escalate
Two paths:
- Collection agency — typically 25–35% of recovered amount, no upfront cost. Best for amounts under $5,000 or where you don't have time to litigate.
- BC Small Claims Court — for disputes under $35,000, you can file yourself online via the Civil Resolution Tribunal (CRT) for claims up to $5,000 and Small Claims Court above that. Filing fee is recoverable if you win.
Three operational moves that prevent the problem entirely
Late fees are a recovery tool. These are the prevention plays:
- Take a deposit. Standard in BC trades right now: 50% materials deposit + 25% on rough-in + 25% on completion. If you're still on "all on completion," you're funding your customers' working capital.
- Send the invoice same-day. Every day between job complete and invoice sent doubles your days-to-paid. Send from your phone before you leave the driveway.
- Auto-charge stored credit cards for repeat customers. Stripe and Square both support this. Most commercial customers happily switch to it because their AP teams hate cutting cheques too.
Frequently Asked Questions
What should I write on an invoice for late fees?
Use one sentence that states the due date, the monthly rate and the annual rate together, for example: “Payment is due within 15 days of the invoice date. Overdue balances are charged interest at 1.5% per month (18% per annum), calculated from the due date until paid in full.” Put the same wording on your quote or terms of service so the customer agrees to it before the work starts.
Can I add interest to an unpaid invoice in Canada?
Yes, if the customer agreed to the interest terms before the work began, usually on a signed quote, contract or terms of service. If the rate is written per month, the federal Interest Act requires you to state the annual equivalent too, or the rate can be limited to 5% a year. Without any agreed terms you can still claim interest in court, but only at the much lower court-order rate.
How much interest can I charge on overdue invoices?
Most Canadian trades charge 1.5% per month (18% per annum). 2% per month (24% per annum) is the top of the range courts usually enforce. Rates well above that can be thrown out as a penalty, and anything over 35% a year breaks the Criminal Code's interest limit.
How do I add late fees to an unpaid invoice?
Once the invoice is past due and your terms allow it, send a new statement showing the original amount plus a separate line for the late fee or interest, worked out from the due date. Quote the clause the customer agreed to. Most customers pay at this point; if they don't, follow up with a final notice before going to collections or small claims.
The free TradeBrain late-fee template
If you want the engagement-letter clause + invoice template we use with our BC trade clients, fill out the form below and we'll send the editable Google Doc plus a 15-minute walkthrough on how to wire it into QuickBooks or Jobber so it fires automatically. No upsell — we'd rather you collect on time.
The math on getting this right is dumb-simple: a $20,000 monthly invoice volume + an average days-to-paid drop from 45 to 20 = roughly $16,000 of cash freed up in your operating account. That's a new tool, a marketing budget, or a quarter where you finally don't sweat payroll.
Fix the late fee. Then fix the invoice. Then watch what happens.