An invoice template in New Zealand should make it clear who is charging whom, what was supplied, how much is due, and when and how to pay. Use the blank template below as a starting point; if you are GST-registered, also make sure your invoice provides the taxable supply information required for the transaction.
What an NZ invoice is for
An invoice is a request for payment and a record of a sale or service. A well-organised invoice helps a customer identify the work, check the amount, and match the payment to the right transaction. It also gives both parties a useful record for bookkeeping and answering later questions about what was supplied or paid.
There is no single government-issued layout that every New Zealand business must use. A document can be designed in different ways, provided it is readable and includes the information required for the particular supply. Businesses often use a reusable template so that essential details are not missed and invoices have a consistent appearance.
You may see the phrase “tax invoice” in older guidance or everyday business use. Since 1 April 2023, New Zealand GST rules have used the term “taxable supply information” rather than requiring a document to be labelled a tax invoice. The familiar phrase is still commonly understood, but the label alone does not make a document compliant.
What to include on a New Zealand invoice
For a practical invoice, include enough information for the customer to identify the supplier, the transaction, and the payment. The exact GST information depends in part on the value of the supply and whether the supplier is GST-registered, so a template should be adaptable rather than assuming every business has the same tax status.
- Supplier details: your legal or trading name and a contact method, such as an email address or phone number. If GST-registered, include your GST registration number where required.
- Customer details: the customer’s name and, where appropriate, billing address or business details. For some higher-value GST supplies, recipient details form part of the taxable supply information.
- Invoice identification: a unique invoice number and the date the invoice is issued. A clear numbering sequence helps you find and reconcile records.
- Supply details: a description of the goods or services, relevant quantities, unit prices, and the date or period the work relates to.
- Amounts: the subtotal, any discount, GST where applicable, and the total payable. Make clear whether prices include GST or exclude it.
- Payment information: the due date or agreed payment terms and the method or account details for payment. Include a reference the customer should use if that will help identify the payment.
These are practical fields, not a claim that every item is a statutory requirement in every case. For example, a business that is not GST-registered should not charge GST or present an amount as GST collected. A supplier’s GST status and the nature and value of the supply affect which rules apply.
GST and taxable supply information
GST is New Zealand’s goods and services tax. The standard rate is 15%, but GST treatment can depend on the supply and the circumstances. Registration is generally required when a person’s taxable activity turnover was, or is expected to be, at least NZ$60,000 in a 12-month period; registration can also be voluntary in some circumstances. Do not assume that a business is GST-registered just because it sends invoices.
For GST-registered suppliers, New Zealand’s taxable supply information rules vary with the value of the supply. Broadly, supplies of NZ$200 or less require a smaller set of details; supplies above NZ$200 and up to NZ$1,000 require further supplier and GST information; and supplies over NZ$1,000 require additional recipient details. Requirements can also depend on the transaction and how information is provided. Check current Inland Revenue guidance for the precise fields and rules that apply to your supply, especially for unusual arrangements.
In everyday use, a GST-registered supplier will usually show the supplier’s name, GST number, supply date, description, and amount, and identify the GST charged or state that the amount includes GST. For a higher-value supply, include the recipient’s name and address as required. A template can have fields for GST number, GST amount, and GST-inclusive or GST-exclusive pricing, with a clear instruction to complete them only when relevant.
Do not add GST to an invoice merely to make it look professional. If you are unsure about registration, the correct treatment of a supply, or what information a particular transaction needs, ask a qualified tax professional or contact Inland Revenue for guidance.
Blank NZ invoice template
Copy the fields below into a document or print this section to complete by hand. Leave GST fields unused if they do not apply, and check the required taxable supply information for your transaction.
| Invoice field | Details |
|---|---|
| Supplier name or trading name | |
| Supplier contact details | |
| Supplier GST number, if applicable | |
| Customer name and billing details | |
| Invoice number | |
| Invoice date | |
| Supply date or service period |
| Description of goods or services | Quantity | Unit price | Line total |
|---|---|---|---|
| Calculation | Amount |
|---|---|
| Subtotal | |
| Discount, if applicable | |
| GST amount or GST treatment, if applicable | |
| Total payable in NZD | |
| Payment due date or agreed terms | |
| Payment method and reference | |
| Notes or purchase order reference |
Filled-in sample — fictional details
This example is illustrative only. The names, address, and figures below are fictional and do not represent a real business or GST registration.
| Field | Fictional sample |
|---|---|
| Supplier | Casey Example, Exampleville; casey@example.invalid |
| Customer | Jordan Sample |
| Invoice number and date | EX-001; 2 November 2026 |
| Supply | Two hours of garden tidy-up; 2 × NZ$45.00 |
| Subtotal | NZ$90.00 |
| GST | Not charged in this fictional example |
| Total payable | NZ$90.00 |
| Payment terms | Due 16 November 2026; use EX-001 as the reference |
How to complete and send the invoice
Use a short process each time so the invoice agrees with your own records and the customer can understand it without having to ask for corrections.
- Confirm the transaction. Check the agreed price, scope, quantities, and any approved expenses or changes. Refer to a quote, order, or written agreement if one exists.
- Enter the parties and dates. Check spelling, the customer’s billing details, the invoice date, and the date or period of supply. For recurring work, state which period the invoice covers.
- Calculate the amounts. Show how line totals produce the subtotal and how any discount or GST affects the total. Use a consistent currency label, such as NZD or NZ$.
- Set out payment instructions. Use the agreed due date and method. Do not add a late fee or other charge unless it is permitted by the agreement and applicable rules.
- Review and keep a copy. Check arithmetic, invoice numbering, customer details, and GST treatment. Save the issued version and related records in a way you can retrieve later.
Invoices can be sent electronically or on paper. If sending by email, use a clear subject such as “Invoice EX-001” and attach a readable file or provide the invoice in the agreed format. Keep the message professional and avoid sending sensitive information that is not needed for payment or record-keeping.
Choosing a format and setting payment terms
A printable template is useful for occasional work, handwritten transactions, or a simple record that can be saved as a PDF. A spreadsheet can help with calculations and line items, but formulas should be checked and protected from accidental changes. For frequent invoicing, a more structured record system may make numbering, repeat customers, and overdue follow-up easier. Whichever format you choose, retain a copy and make sure the invoice remains legible when printed or viewed on a phone.
Payment terms should reflect what the parties agreed. “Due on receipt” and a stated number of days are common ways to communicate timing, but the wording should match the agreement rather than being added unexpectedly after work is done. State the actual due date when possible, particularly if the customer could interpret a phrase such as “net 14” differently. If a purchase order number or project code is needed by the customer, include it where it can be seen easily.
A template should not force every transaction into identical tax or payment treatment. Keep the wording flexible, and review it when your business details, GST status, terms, or relevant requirements change. For specialised transactions or uncertainty about obligations, ask a qualified professional.
Common invoice mistakes and corrections
Small errors can delay payment or create confusing records. The most common problems are preventable with a final review before sending.
- Unclear description: “Services” alone may not help a customer identify the charge. Name the work, goods, or service period in plain language.
- Incorrect GST presentation: Do not charge GST if you are not registered, and do not leave customers guessing whether stated prices include GST. Verify the treatment rather than relying on a copied invoice.
- Missing reference or customer information: A purchase order, job number, or correct billing name may be essential for a customer’s payment process. Confirm these details before issuing the invoice.
- Unclear total or payment deadline: Separate subtotal, GST if relevant, and total payable. Give a specific due date or clearly stated agreed terms.
- Duplicate or confusing numbering: Use a unique identifier for each invoice and keep a record of cancellations or corrections. Avoid silently changing a previously issued invoice in a way that obscures the original.
If an invoice has an error, contact the customer promptly and issue a clearly identified corrected document or other appropriate record. Keep the original and the correction together in your files. The right correction method can depend on the error and GST treatment, so check the applicable rules rather than treating every mistake as a simple edit.
Records and safe handling
Invoices are part of business records, not just payment reminders. Keep issued invoices and supporting documents such as quotes, receipts, order details, and evidence of payments in an orderly system. New Zealand tax record-keeping requirements can apply to businesses, and GST-registered businesses have record obligations; retention periods and details depend on the records and circumstances. Check current Inland Revenue guidance for the period and format that apply rather than relying on a general template.
Protect customer information by sharing invoices only with the intended recipient and using a suitable channel. Avoid putting bank details or personal information in a public document or an unprotected shared link. If payment details change, verify the change through a trusted contact method so a customer is not misled by an altered message.
Frequently Asked Questions
What must an NZ invoice include?
At a minimum, a useful invoice identifies the supplier, customer, transaction, amount, and payment instructions. If the supplier is GST-registered, the taxable supply information required depends on the value and circumstances of the supply. Check current Inland Revenue guidance for the exact requirements.
Do I need to write “tax invoice” on it?
No specific “tax invoice” label has been required under New Zealand’s taxable supply information rules since 1 April 2023. The document still needs to include the information required for the supply; changing the heading alone does not meet those requirements.
Can I use this template if I am not GST-registered?
Yes. Leave the GST fields blank or state clearly that GST is not charged, as appropriate, and do not show a GST amount as though you collected it. If you are uncertain whether you need to register, ask a qualified tax professional or check Inland Revenue guidance.
Should an invoice show prices including or excluding GST?
Make the basis clear and show the total the customer must pay. A GST-registered supplier should present GST information in a way that meets the requirements for the supply. Do not assume that one format suits every transaction.
Can I send an invoice before the work is finished?
That depends on the agreement and the nature of the transaction. A deposit, progress payment, or advance invoice should clearly describe what payment it relates to and follow the agreed terms. Check the relevant GST treatment if you are registered.
How long should I keep invoice records?
Record-retention obligations depend on the kind of business record and the rules that apply to you. Keep invoices and related supporting records in an accessible, secure system, and consult current Inland Revenue guidance or a qualified professional about the required period for your circumstances.