Charge a late fee when a client pays after the due date. Choose a workspace default for new clients, override it for any client, and Moxie carries the right fee type and wording into new invoices and agreement terms.
Before you begin
A workspace owner sets the workspace default under Settings → Preferences → Clients.
Changing one client's fee requires access to invoices, because the fee lives with the client's invoicing settings.
Late fees apply only to invoices that are overdue and still have a balance. A percentage of 0 means no late fee.
Choose a fee type
Every late payment fee has a type and one percentage:
Monthly — accrues daily charges a monthly rate on the outstanding balance, accrued day by day while the invoice is overdue. With a 1.5% monthly rate, a $100 invoice accrues $0.05 per day, or $0.50 after 10 days.
One-time charges the percentage once, from the first overdue day, on the original invoice amount. With a 5% one-time rate, a $100 invoice is charged $5.00 once.
The fee is calculated on the invoice amount after discounts and excludes tax, card-processing fees, and late fees already added. Payments reduce a monthly fee's balance but never change the base for a one-time fee.
As you type, the Late payment fee group shows a live example for a $100 invoice in the applicable currency. Changing the fee type keeps the percentage you entered.
Set the workspace default
Open Settings → Preferences and select Clients.
In New client & contact defaults, find the Late payment fee group.
Choose the Late fee type.
Enter the Monthly rate or One-time rate, and check the example.
Select Save.
The example updates as you change the type or rate, so you can confirm what a client would be charged before saving.
The workspace default applies to clients created afterward, including clients created while starting an invoice or agreement, from onboarding, or from a won opportunity. Existing clients keep their saved fee.
To change every existing client, select Update all clients… under Apply to existing clients, check Late payment fee, and select Update clients. This copies both the fee type and the percentage to every client record and cannot be undone. Invoices that already exist are not changed.
Override the fee for one client
Open the client and select Edit.
In Invoicing & payment, set the client's Late fee type and rate.
Save the client.
A client's fee overrides the workspace default for that client's new invoices and agreements.
The client's example uses the client's currency. A client saved with 0% keeps no late fee even if the workspace default changes later.
What happens on invoices
Each new invoice keeps a copy of the client's fee type and percentage. Later changes to the client or workspace default do not change invoices that already exist.
In the invoice builder, Fees & tax shows Monthly late fee % or One-time late fee % to match the invoice's fee type. You can change the percentage for that invoice.
When an invoice becomes overdue, the accrued fee appears as a Late fee row in the invoice totals and is added to the amount due.
On a sent or partially paid invoice with a late fee, open the invoice actions menu and choose Waive late fee to remove it. Choose Apply late fee to restore a waived fee.
Show the late fee terms on the invoice
Invoice templates use the Late fee terms token, {{Invoice.LateFeeTerms}}, to print wording that matches the invoice's fee type and due date. For example:
Monthly: “If invoice is not paid on or before Nov 14, 2026 a 1.5% monthly late fee will be applied to the outstanding balance.”
One-time: “If invoice is not paid on or before Nov 14, 2026 a 5% one-time late fee will be applied to the original invoice amount.”
When the invoice has no late fee, the token prints nothing. The default invoice template already includes this token, and templates that still contain Moxie's original monthly late-fee sentence show the correct wording automatically. If you wrote your own late-fee sentence, edit it in Settings → Templates → Invoices. Use {{Invoice.LateFee}} when you need only the percentage.
Tax late fees
To include late fees in the taxable amount, open Settings → Preferences → Invoices and turn on Apply tax to late fees in the Taxes section.
What happens in agreements
The agreement Legal terms block includes the same Late payment fee group in its Payment settings, and its summary reads, for example, “1.5% monthly late fee” or “5% one-time late fee.”
A new Legal terms block uses the client's saved fee type and percentage. Agreement templates use the workspace default.
When you create an agreement from a template for a client whose fee differs from the template, Moxie rewrites the copied terms with the client's fee and clears any carried signatures so the new terms are signed again. The template itself is unchanged.
When the agreement is signed, the client's late fee type and percentage are updated to match the signed terms. Existing invoices are not changed.
Troubleshooting
A new invoice shows the wrong fee type: check the client's Invoicing & payment settings first; the client's saved fee wins over the workspace default.
An existing invoice didn't change after you updated the default: that is expected. Each invoice keeps the fee it was created with; adjust the percentage on an editable invoice if needed.
The invoice still says “monthly” for a one-time fee: your template contains custom late-fee wording. Replace it with
{{Invoice.LateFeeTerms}}.Clients and Invoices are missing from Preferences: only the workspace owner can change workspace defaults.
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