Manual late fees in Kinnovis allow you to apply charges to overdue invoices on a case-by-case basis. This gives you flexibility to handle exceptional situations where automated rules don’t apply — or you don't want to use the automated late fee option. For information on setting up rules that apply late fees automatically, see this article on Automated Late Fees.
When to Use Manual Late Fees
Manual late fees are useful when:
You don't want to use the automated late fee feature and want to charge customers only in specific cases.
An overdue invoice existed before automated late fees were enabled. See more info here.
You need to apply a different fee amount or percentage than your automated stages.
You want to charge a late fee for an invoice that isn’t covered by your location’s automated rules.
Issuing a Manual Late Fee
Find the Overdue Invoice
Go to the invoice in Past Due status.
Click Actions → Issue manual late fee.
Set the Fee Details
Choose whether the fee is a fixed amount (€) or a percentage (%) of the overdue invoice balance.
The calculated amount will be shown in the “Invoice with applied fee” overview.
Choose the Payment Method
Send the invoice to the customer by email with a manual payment link, or use the customer’s existing payment method (if applicable). Be aware that using the customer’s existing payment method is only possible for manual late fees - but cannot be used for automated rules (more info here).
Review and Confirm
The summary will show:
Past due date of the original invoice (with link).
Late fee note and linked invoice number.
Late fee amount (excluding VAT).
Click on save to create the late fee invoice.
Customer Notifications
Whenever a late fee invoice is created (automatically or manually), Kinnovis can send an email notification to the customer. In case you have set up this email for your automated late fees, it's all done - it is the same trigger and email used. If you have not done so, or are not planning to turn on automated late fees:
Go to Emails and set up the trigger "Late-fee invoice created".
We advise you to include:
The late fee invoice note (to indicate e.g. the late fee stage)
The overdue invoice number
The late fee amount charged
A payment link
More info here.
Visibility of Late Fees
In the Manager:
Late fee invoices appear at the booking level, on the customer profile, and on the original invoice page.
On the invoice overview page, you can filter invoices to show only late fees.
In the Customer Portal:
Customers see late fee invoices clearly labelled alongside their other invoices.
Summary
Manual late fees let you apply charges to overdue invoices on a case-by-case basis, giving you full control over the amount, timing, and payment method. They’re ideal for handling exceptions, older overdue invoices, or situations where your automated rules don’t apply. Manual late fees work independently of automated late fees, which means you can issue them even when automation is turned off. For details on setting up ongoing, rule-based late fee charges, see our article on Automated Late Fees.