ClauseryFree final invoice template with balance due (Word)
Close a job with a clear record of the full price and what is still owed. This final invoice starter switches on Amount already paid, so you can show the completed work, subtract actual payments and download an editable Word invoice with the balance due.
No sign-up. Editable .docx or print to PDF. Your answers stay in your browser. Updated .
The online starter sets up this billing workflow. The base Word download uses the general invoice wording and tags; customize it by hand or use the starter to get a completed document.
When to use a final invoice
Use this full-project format when the final invoice is meant to reconcile the whole job. If you instead issue a separate invoice for each stage, check that your final stage bill does not charge for earlier stages again. Keep deposit and stage-invoice references in the note so both sides can follow the payment history.
Worked example
Illustrative example, before tax: a completed $2,000 job with a $600 deposit already received.
| Invoice summary | Amount |
|---|---|
| Completed project total | $2,000.00 |
| Amount already paid | $600.00 |
| Balance due | $1,400.00 |
If the deposit was only requested and never paid, the amount already paid is $0. If you put only $1,400 in the project line and also deduct $600, you would understate the remaining balance as $800.
How to fill in this final invoice
Confirm the final agreed price
Include approved changes and agreed adjustments. The line items should add up to the full amount this invoice is reconciling.
Enter actual payments received
Keep The client has already paid part of it selected. Enter the combined payments received for this project in Amount already paid; do not include unpaid invoices.
Identify the earlier paperwork
Use the note for the deposit invoice numbers and payment dates. Keep receipts alongside the invoice so the client can match every deduction.
Check the balance and payment deadline
Review total minus amount paid, any tax settings, your new invoice number and the final due date. If payments exceed the final total, reconcile the overpayment before sending a payment request.
Check these before sending
- Do not deduct an unpaid deposit invoice as if the money had arrived.
- Choose either a full-project reconciliation or separate stage bills; do not accidentally charge earlier stages twice.
- Enter the combined actual payments, rather than only the most recent payment.
- A paid invoice and a payment receipt are different records. Send the receipt when money arrives and keep both.
Word download or PDF?
The Word file is editable: adjust layout or wording for your business. Its printed amounts are the values calculated when you downloaded it. Change amounts in your saved Clausery draft and download again to recalculate, or check the totals yourself after editing in Word. For a copy to send, you can print the finished document to PDF from the app.
Questions about final invoices
How do I show a deposit already paid?
Enter the full project price in the items and the actual deposit received in Amount already paid. The app calculates and displays the balance due.
Can I deduct several payments?
Yes. Add the payments actually received for this project and enter that combined amount. List the individual references in the invoice note for clarity.
What if the deposit invoice is still unpaid?
Do not subtract it as a payment. Amount already paid should contain only money received. Reconcile the earlier request with your final invoice before sending.
Can I reopen the invoice after another payment?
Yes. Open the saved draft, update Amount already paid, review the new balance and download the document again. Keep the original issued records as part of your bookkeeping.
The paperwork before and after this invoice
- Price quote: agree the scope, price and deposit before the job
- General Word invoice template with tax and bank details
- Payment receipt: confirm money actually received
- Credit note: record a correction to an issued invoice
- Invoice checklist, numbering and payment terms
- Calculate the payment due date
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