Send late fee invoices to your customers

How a late fee reaches your customer

1. Create the late fee invoice, either through a policy or manually

   Set up a late fee policy on a workflow so every invoice that goes past your threshold gets one, or apply a fee to a single invoice.

2. Choose whether Trove creates a draft or a posted invoice in Xero

   This is a policy setting. Draft means you must approve the invoice in Xero before anything is sent while posted means no approval step.

   

3. [If Draft] Approve the draft in Xero

   Go to Sales > Invoices in Xero, click into the ‘Drafts’ tab and find the new draft late fee invoice in the list to approve.

   

4. The late fee will be sent with the next reminder in Trove

   Once approved, the late fee invoice will be attached to the late fee reminder you have set up. You can edit the email wording in the relevant workflow. If the late fee is still a draft, Trove will continue with the workflow and only attach approved invoices.

   

If a draft fee isn’t approved yet

An unapproved draft never blocks your chasing. If the fee is still sitting in Xero waiting for approval when its step comes up, Trove treats that step as if it hadn’t happened and carries on to the next reminder in the sequence on schedule. There’s no deadline to approve it by and nothing to lose by leaving it: whenever you do approve it, in Xero, Trove sends it to the customer at that point.

If you’re charging interest

Interest accrues daily, so the amount owed changes while the invoice stays unpaid. Trove doesn’t raise a new fee invoice each day. It updates the one it created and sends the current version each time the customer is emailed, so what lands in their inbox always matches what they owe that day.

If you change your mind

You can remove a late fee, and Trove removes the fee when you do.

Get started

Already a customer? Check which of your workflows raise drafts and which post straight away, so you know what’s waiting for approval in Xero. Otherwise, you can start a free trial here or book a demo if you’d like to see it first.

What plans include it

This feature is part of Trove's core set and is included on all plans.

Late fees need a connected Xero account, because the fee itself is raised as an invoice in Xero.

Related features

• Set up automatic late fees on overdue invoices →

  Automatically charge interest or a one-off fee on overdue invoices.

• Apply a late fee to an individual invoice →

  Charge a late fee on one invoice without creating a whole policy. If you have a policy set, you can override your default per customer.