Adding a cancellation policy to invoices

Why include a cancellation policy?

As a service provider, late cancellations cost you money:

• Lost income from the cancelled session
• No time to fill the slot with another client
• Disruption to your schedule

Including your cancellation policy on invoices:

• Reminds clients of the terms they agreed to
• Provides documentation if disputes arise
• Reinforces professional boundaries

How to add your policy

1. Open the Create Invoice dialog
2. Scroll to Optional Sections
3. Check "Include Cancellation Policy"
4. Enter your cancellation policy text

The policy will appear on the invoice PDF.

Example policies

24-hour notice policy

48-hour notice policy

Flexible policy

Using the Cancellation Policy Generator

Need help writing your policy? Use our free tool:

1. Go to Cancellation Policy Generator
2. Select your industry (tutor, trainer, etc.)
3. Choose your notice period and fees
4. Get a professionally-worded policy
5. Copy and paste into your invoice

The generator creates policies tailored to your specific needs.

When to include your policy

Include your cancellation policy on invoices:

• First invoice to a new client - Sets expectations from the start
• When charging for a late cancellation - Documents the terms
• When charging for a no-show - Reminds them of the agreement
• Start of a new term or package - Refreshes their memory

You don't need to include it on every single invoice once the client knows your terms.

Policy on your PDF invoice

When enabled, your invoice PDF includes a Cancellation Policy section. This appears after the payment terms (if included) and before the footer.

Making your policy enforceable

For your cancellation policy to be enforceable:

1. Share it upfront - Include in your terms of service
2. Get agreement - Have clients accept terms before booking
3. Be consistent - Apply the policy fairly to all clients
4. Be reasonable - Fees should reflect genuine loss

FAQs

Should I include this on every invoice?

Not necessarily. Include it on first invoices and when it's relevant (e.g., charging for a no-show).

Is my cancellation policy legally enforceable?

Yes, if the client agreed to it before booking. Make sure it's also in your terms of service.

What's a reasonable notice period?

24-48 hours is standard for most service providers. Consider how much time you need to fill a cancelled slot.

Can I charge 100% for a no-show?

Yes, if it was agreed in advance and is reasonable. Many providers charge 100% for no-shows but offer flexibility for genuine emergencies.

Related resources

• Free Cancellation Policy Generator
• The Complete Guide to Cancellation Policies

Related: Creating invoices · Payment terms