Can an invoice be electronically signed?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid for commercial invoices when intent and consent are demonstrable and records are retained.

What if the customer disputes a charge?

Document attachments, meter readings, and a clear billing period help resolve disputes. Keep dispute correspondence and copies of the original invoice for the retention period.

Do invoices require notarization or witnesses?

No. Standard commercial invoices do not require notarization or witnesses. Notarization is exceptional and typically not necessary for billing documents.

How do I correct a mistake after sending?

Issue a corrective credit or revised invoice referencing the original invoice number. Maintain both original and correction records to support accounting and audits.

What are the backup withholding risks?

If a required TIN is missing or incorrect, backup withholding at 24% may apply. Collect accurate taxpayer identification to avoid withholding and reporting complications.

How should I store signed invoices?

Store signed invoices in secure systems with tamper-evident audit trails. Follow federal retention minima (for example, IRS three-year rule) and longer state or industry requirements as applicable.

Electronic Signature
Templates
Finance
Unitil Invoice Template

Unitil Invoice Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

UNITIL INVOICE TEMPLATE

Bill From

Company Name Address Phone Email

Bill To

Client Name Address Account / Customer ID

Invoice Details

Invoice Number: Invoice Date: Due Date:

Payment Terms: Purchase Order:

Itemized Charges

Description	Quantity	Unit Rate	Amount

Subtotal

Tax (if applicable)

Shipping / Handling

Total

Payment Instructions

Accepted payment methods (check all that apply): Check ACH / Electronic Transfer Credit / Debit Card Wire Transfer

Bank / Remittance Details (if ACH or wire)

Terms & Conditions

Payment is due in full by the Due Date above. Unless otherwise agreed in writing, invoices are payable Net 30 from Invoice Date. Past due balances will incur interest at 1.5% per month (18% APR) or the maximum rate permitted by applicable law, plus reasonable collection costs and attorneys' fees. A returned check fee will apply as permitted by law.

Disputes to any portion of this invoice must be submitted in writing within 15 calendar days of receipt, specifying the invoice number, disputed amount, and basis for dispute. Failure to timely dispute an invoice constitutes acceptance of the charges and obligation to pay the undisputed balance in accordance with these Terms & Conditions.

Taxes: All sales, use, excise, and other taxes imposed by any governmental authority upon the provisioning of goods or services shall be paid by the payer, unless payer provides a valid tax exemption certificate prior to the Invoice Date.

Service Interruption / Remedies: If payment is not received in accordance with these terms, the issuer reserves the right to suspend further services and pursue all lawful remedies. No waiver of any term shall be effective unless in writing and signed by an authorized representative of the issuer.

Notes / Special Instructions Late Fee Policy Remittance Reference

Contact for Billing Questions

Billing Contact Name Billing Contact Phone / Email

Signature

Issuer (Unitil) Printed Name:

By:

Date:

What the Unitil Invoice Template Is and when it’s used

The Unitil Invoice Template is a standardized billing document used to itemize charges for energy, service adjustments, taxes, and fees supplied by or billed through Unitil. It provides a clear header with account and customer identifiers, a breakdown of line items and unit rates, applicable taxes or surcharges, payment terms, and remittance instructions. Organizations use this template to present an auditable charge summary to customers or internal stakeholders, to request payment, and to generate records for accounting, collections, and regulatory reporting.

Why use a standardized Unitil Invoice Template

A consistent template reduces billing errors, speeds reconciliation, and improves customer clarity. It ensures required identifiers and tax details are present for accounting and audit purposes.

Who completes and who receives Unitil invoices

Typical creators and recipients of Unitil invoices range from utility billing teams to third-party administrators and commercial customers.

Utility billing staff and accounts receivable teams preparing charges, adjustments, and summaries for customers and business partners.
Commercial customers, property managers, and accounts payable departments that verify rates, taxes, and payment instructions for remittance.
Third-party bill processors and contractors submitting usage or service charges on behalf of Unitil or its customers.

Templates help all parties standardize data, streamline approvals, and preserve records for accounting and regulatory purposes.

Core elements to include on a professional Unitil Invoice Template

A complete invoice groups identification, charge details, taxes, totals, payment mechanics, and contact information so recipients can verify, pay, and reconcile without follow-up.

Header

Company logo, Unitil account number, billing contact, and invoice number in a single visible header to link the invoice to the customer account and billing cycle.

Invoice Number

Unique sequential invoice number to support reconciliation, collections, and audit trails; use a consistent numbering scheme for easy lookup.

Billing Period

Clear statement of service dates and meter reading interval so charges can be matched to usage and regulatory reporting periods.

Line Items

Itemized charges with descriptions, quantities, unit rates, and line totals so each billed component is transparent for customers and accounting teams.

Taxes & Surcharges

Separate taxable amounts, tax rates, and regulatory surcharges listed explicitly to facilitate tax reporting and customer understanding.

Payment Terms

Due date, accepted payment methods, late fee policy, remittance address or electronic payment details to reduce disputes and accelerate collections.

Essential data fields and short descriptions

Customer ID: Unique account identifier

Invoice No.: Sequential invoice number

Service Dates: Start and end dates

Line Totals: Amount per charge

Tax Amounts: State and local taxes

Payment Info: Remit address or ACH

Step-by-step: filling a Unitil Invoice Template

Follow these sequential steps to create a complete, auditable invoice ready for electronic delivery or printing.

01

Prepare Account Info: Gather account number, contract rates, and usage data.
02

Populate Header: Enter logo, invoice number, and invoice date.
03

Add Line Items: List each charge with units and unit price.
04

Review and Send: Verify totals, attach backup, then deliver.

How to configure an online Unitil invoice workflow

Set up an electronic template to auto-populate fields, route for approvals, and track delivery and payment status.

Field	Configuration
Template Name	Unitil Invoice Template — reusable for each billing cycle
Recipient Fields	Bill-to email, CC to accounting, optional PDF attachments
Authentication	Email link or SMS code for signer verification
Auto-reminders	Schedule reminders at 7 and 3 days before due date

Where to send Unitil invoices and common routing paths

Choose delivery based on customer preferences and internal controls: email, portal upload, EDI, or postal mail.

Email: Send PDF to bill-to address with delivery receipt
Customer Portal: Upload invoice for customer access and payment
EDI: Transmit structured invoice data for large customers
Postal Mail: Print and mail for customers requiring paper copies

Digital delivery, format and integration considerations

Ensure file formats, integrations, and authentication meet customer and regulatory requirements before sending invoices.

File formats: PDF or DOCX are standard and widely accepted
Integrations: Connectors for NetSuite, Salesforce, and Microsoft 365 reduce manual entry
Authentication: Email link, SMS code, or stronger ID verification available

Choose formats and connectors that match your accounts receivable systems and customer capabilities to avoid delivery failures.

Key dates and timing to include on the invoice

Clear dates reduce disputes and accelerate payment; display the invoice date, due date, and any cutoff dates prominently.

Invoice Date:

Date invoice is issued to start payment terms

Payment Due Date:

Specify Net terms (for example, Net 30) and compute calendar date

Late Fee Start:

Date when late charges or interest begin to accrue

Dispute Window:

Time allowed for billing disputes before payment obligation

Record Retention Reminder:

Note how long the invoice should be retained for audit

Common mistakes when preparing Unitil invoices

Omitting or misstating the account number, which causes payment misapplication and delays in reconciliation.
Failing to itemize taxes and surcharges separately, creating confusion for customers and complicating tax remittance.
Using inconsistent invoice numbers or duplicate numbers, which hinders bookkeeping and can trigger audit flags.
Missing or incorrect remittance instructions that force customers to contact billing and delay payment processing.

Penalties, compliance risks, and business consequences

Late Fee: Apply as stated in terms

Service Interruption: Nonpayment may lead to suspension

Tax Exposure: Incorrect tax treatment risks liability

Reconciliation Cost: Extra staff time and adjustments

Backup Withholding: 24% if missing/incorrect TIN

Reporting Penalties: Penalties for incorrect returns

eSignature vendor comparison for signing Unitil invoices

Compare basic price, trial availability, bulk send capability, audit trail, and HIPAA support when choosing an eSignature provider for invoice signing or approvals.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Unitil Invoice Template and eSigning

Answers to common questions about completing, sending, signing, and retaining Unitil invoices, and about using electronic signatures for billing documents.

Need help? Contact support

Can an invoice be electronically signed?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally valid for commercial invoices when intent and consent are demonstrable and records are retained.
What if the customer disputes a charge?
Document attachments, meter readings, and a clear billing period help resolve disputes. Keep dispute correspondence and copies of the original invoice for the retention period.
Do invoices require notarization or witnesses?
No. Standard commercial invoices do not require notarization or witnesses. Notarization is exceptional and typically not necessary for billing documents.
How do I correct a mistake after sending?
Issue a corrective credit or revised invoice referencing the original invoice number. Maintain both original and correction records to support accounting and audits.
What are the backup withholding risks?
If a required TIN is missing or incorrect, backup withholding at 24% may apply. Collect accurate taxpayer identification to avoid withholding and reporting complications.
How should I store signed invoices?
Store signed invoices in secure systems with tamper-evident audit trails. Follow federal retention minima (for example, IRS three-year rule) and longer state or industry requirements as applicable.

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