Consultant Invoice Template - New Zealand

A New Zealand consultant invoice must include your business name and address, the client's name and address, a unique sequential invoice number, the invoice date, a description of services provided, hourly rate or fixed fee, quantity of hours or units, the total amount, and payment terms. If you're GST-registered, you must display your IRD number prominently and calculate GST at 15% separately on the subtotal. Include banking details and your preferred payment method to streamline payment processing.

Whether you charge GST depends on your registration status with Inland Revenue. If your annual turnover exceeds NZD 60,000, you must register for GST and charge 15% on consultant services. If you're below this threshold, you can choose to register voluntarily. Some specialist consulting services may be GST-exempt—check IRD guidelines for your specific field. Always display your GST registration status clearly on your consultant invoice to avoid confusion with clients.

Hourly invoicing charges clients for each hour worked at an agreed rate, ideal for variable-scope projects where time commitment is uncertain. Fixed-fee invoicing quotes a total price for defined deliverables, providing clients budget certainty but requiring consultants to estimate accurately. Many NZ consultants use hybrid approaches—combining retainer fees for ongoing availability with project fees for discrete deliverables. Choose based on project scope clarity and your ability to predict time investment. Your consultant invoice should clearly state which method applies.

Retainer invoices establish recurring monthly or quarterly fees for availability or ongoing support. Break down the retainer fee clearly—specify included hours, response times, and what additional work incurs extra charges. Invoice on a fixed schedule (first of each month, for example) with consistent amounts unless the retainer changes. Include a summary of work completed or standing by during the period to justify the fee. This transparency maintains strong client relationships and reduces billing disputes with ongoing consultant engagements.

Standard NZ practice for consultant invoices is 30 days net (payment due within 30 days of invoice date), though terms ranging from 7 to 60 days are common depending on client size and industry. Smaller clients and new relationships often require shorter terms; government and large corporate clients often negotiate longer terms. Specify payment terms clearly on your invoice. Consider offering early payment discounts (for example, 2% if paid within 7 days) to improve cash flow, which many consultants find valuable for managing operations.

Yes, but GST treatment differs significantly. Services supplied to clients outside New Zealand are generally zero-rated for GST, meaning you charge 0% GST on the invoice but can claim back GST paid on expenses. You must keep evidence proving the client is non-resident—typically their address and email domain. Invoice in NZD or their preferred currency depending on agreement. For tax purposes, report these services separately to IRD and maintain documentation of the international nature of the engagement.

Inland Revenue requires you to retain all invoices, receipts, and supporting documents for a minimum of seven years from the end of the financial year they relate to. This includes draft invoices, time records, and communication confirming scope of work. For GST records, the seven-year requirement is mandatory for registered entities. Good record-keeping practices also protect you in disputes, support tax compliance, and help you track business trends. Use your invoice template's numbering system to maintain an organized record system.

Always show GST as a separate line item on your consultant invoice, not included in the service rate. This means listing the subtotal, GST amount (15%), and total amount due. Showing GST separately is legally required by IRD regulations and improves clarity for your client's accounting department. If a client requests an all-inclusive price, calculate it (subtotal × 1.15) but still break down the GST component on the actual invoice. This transparent approach reduces payment delays and accounting errors with your client.