Company Invoice Template - New Zealand

If your company is registered for GST, you must include GST on invoices for supplies made in New Zealand. The current GST rate is 15%. Your invoice should clearly show the GST amount separately and include your GST registration number. If you're not registered for GST, you cannot charge GST but should still record this on your template. GST-registered companies must issue tax invoices that meet IRD requirements, including itemized details and the GST registration number. This ensures proper tax compliance and allows your customers to claim GST credits if they're also registered.

Yes, if your company is GST-registered, your IRD number (also called your GST registration number) must appear on every tax invoice you issue. This is a legal requirement under the GST Act 2020. Your IRD number allows customers to verify your GST registration status and claim input tax credits. Even if you're not GST-registered, it's professional practice to include your IRD number on company invoices for business transparency. The IRD number should be clearly visible alongside your company name and contact details to meet compliance standards.

Use a company invoice when your business is registered as a company entity with the Companies Office rather than as a sole trader or partnership. Company invoices should include your company name, company registration number, and GST registration number if applicable. This invoice type is essential for maintaining proper corporate records and financial separation between personal and business finances. Company invoices provide legal evidence of transactions and are required for company accounting and tax purposes. Always use company invoices to maintain correct business documentation.

A valid NZ company invoice must include your company name, physical address, phone number, and email contact details. It should display the invoice number, date issued, and due date for payment. Include a clear description of goods or services provided, quantities, unit prices, and the total amount due. If GST-registered, show the GST amount separately and include your GST registration number. Add the customer's name and address. Banking details are recommended for payment processing. These elements meet IRD requirements and provide legal documentation for both parties.

The IRD requires businesses to keep all invoicing records for seven years from the end of the financial year in which the invoice was issued. This applies to both issued and received invoices. Digital copies are acceptable if they accurately represent the original document. Proper record retention is essential for tax audits, GST compliance checks, and dispute resolution with clients. Using an organized invoicing system helps ensure you maintain complete records and can retrieve them quickly if the IRD requests documentation. Failure to maintain records can result in penalties.

Yes, you can issue a company invoice for services delivered overseas, but GST treatment depends on the service type and customer location. Services to overseas customers may be GST-exempt under the international services rules, meaning you charge 0% GST. However, services delivered in New Zealand to overseas customers may still be subject to GST. You must clearly indicate the GST treatment on your invoice. It's advisable to consult with a tax professional to ensure correct GST classification. Your invoice should still include all standard company details and remain properly documented for IRD records.

Net 30 (payment due within 30 days) is the most common payment term for company invoices in New Zealand, though Net 14 or Net 60 may apply depending on your industry. Payment terms should be clearly stated on the invoice to avoid disputes. Bank transfer is the standard payment method for NZ business invoicing. Include your banking details (account number and bank code) on the invoice for easy payment processing. Agreed payment terms protect both parties and ensure cash flow predictability. Always confirm payment terms with your client before issuing the invoice.

Follow your company's credit terms policy and contact the customer when payment is overdue. Send a polite reminder after the due date, then escalate to formal collection if necessary. The Late Payment of Commercial Debts (Interest) Act 1974 allows businesses to claim interest on overdue invoices after making a written demand. Interest is calculated at 10% plus the Official Cash Rate. Document all communication regarding overdue payment. For significant amounts, consult with a lawyer or debt collection service about recovery options. Prompt action protects your cash flow and business interests.