Artist Invoice Template - New Zealand

Only if registered for GST, which becomes compulsory once turnover exceeds $60,000 NZD in any 12-month period, though voluntary registration below that threshold is allowed. Registered artists must add 15% GST to taxable supplies such as design work, illustrations, or commissioned art, and clearly show the GST amount and their IRD number on every invoice. Unregistered artists should not charge GST and should note "GST not applicable" rather than leaving pricing ambiguous. Freelance illustrators approaching the threshold should track invoiced income monthly, since Inland Revenue expects registration within 21 days of crossing $60,000.

A compliant tax invoice must show the words "Tax Invoice," a unique invoice number, the issue date, the supplier's name, address and GST number, the buyer's details, a description of each service such as logo design or brand identity work, quantity, unit price, GST charged, and the total payable. Invoices under $1,000 NZD can use a simplified format, but GST-registered artists working with agencies or corporate clients should always issue full tax invoices. Missing GST numbers or vague line items like "artwork" instead of itemized services are common reasons agencies delay approving payment.

List the full project value first, such as a custom portrait commission, then deduct the deposit already received as a separate line item so the client sees the outstanding balance clearly. Reference the deposit date and original quote or invoice number to keep reconciliation straightforward. Many New Zealand illustrators request 30 to 50 percent upfront before starting personalized commissions, since original artwork is difficult to resell if a client withdraws. The final invoice should confirm whether the deposit is refundable and restate agreed delivery formats, such as high-resolution digital files or physical prints.

Most independent artists and design studios set terms between 7 and 20 days from the invoice date, with payment due on the 20th of the following month common when working with agencies aligned to their own accounts payable cycles. Shorter terms, such as due on receipt, suit one-off commissions or digital art prints sold directly to individuals. Stating an explicit due date rather than only "30 days" reduces disputes. Adding a late payment clause referencing the Interest on Money Claims Act gives artists a clear, non-punitive basis for charging interest on significantly overdue invoices.

Yes, because ownership and usage rights for creative work do not automatically transfer to a client unless the invoice or accompanying agreement states so. A brand identity or logo design invoice should specify whether the client receives full copyright, an exclusive license, or a limited-use license restricted to specific platforms. Without this clause, artists in New Zealand retain default copyright ownership under the Copyright Act 1994, meaning clients technically cannot reuse or modify artwork beyond the agreed scope. One clear sentence about rights transfer prevents later disputes over banners, brochures, or social media graphics.

Break each service into its own line item with a clear description, quantity, and rate rather than bundling everything into a single lump sum. Logo design, website banner illustrations, and a social media graphics package should appear separately so the client can see exactly what they are paying for and match charges against their own budget approvals. This itemized approach also simplifies GST reconciliation and makes it easier to reference specific deliverables if only part of a project needs revision. Grouping unrelated services together often delays approval from marketing or agency finance teams.

Send a polite payment reminder as soon as the due date passes, referencing the original invoice number and outstanding balance, since many overdue payments result from oversight rather than refusal. If payment remains outstanding after a follow-up reminder, artists can apply interest under the Interest on Money Claims Act 2016 or escalate through the Disputes Tribunal for claims up to $30,000 NZD. Keeping signed quotes, delivery confirmations, and dated invoices strengthens any later claim. Pausing further creative work or file delivery until payment clears is standard practice among New Zealand freelance illustrators and studios.

State the currency clearly on the invoice, ideally alongside the New Zealand dollar equivalent, and note the exchange rate or conversion date used, since rates fluctuate daily. GST at 15% only applies to services supplied within New Zealand, so artwork sold to an overseas client is typically zero-rated for GST, though this should be confirmed against the client's location and delivery method. Specifying the bank's SWIFT/BIC code and accepted payment methods, such as international wire transfer or PayPal, prevents delays. Clarifying who covers international transfer fees avoids disputes over the final amount received.