Example Invoice Template - New Zealand

Yes, if you're GST-registered, you must include GST on your invoices. New Zealand GST is 15% and applies to most goods and services. Your invoice template should clearly show the GST amount separately from the subtotal. If you're not GST-registered (turnover below $60,000), you can still use an invoice template, but GST won't apply. GST-registered businesses must display their IRD number and GST registration status on all invoices to maintain compliance and ensure clients can claim input tax credits.

Your Inland Revenue Department (IRD) number is a unique 8 or 9-digit identifier assigned to your business by New Zealand's tax authority. It must appear on every invoice you issue if you're GST-registered. Place your IRD number prominently in the header section alongside your business name and contact details. This allows clients to verify your GST registration status and ensures your invoice is legally compliant. Your invoice template should have a dedicated field for your IRD number so clients can easily locate it for their records.

The most common payment term in New Zealand is 30 days from the invoice date (Net 30). However, you can customize payment terms based on your business relationship and industry. For example, some businesses use Net 14, Net 60, or immediate payment on invoice. Your invoice template should clearly state your payment terms so there's no ambiguity. Including a due date on your invoice makes it easier for clients to process payment and reduces late payment issues.

Use a sequential numbering system for your invoices—this is a best practice in New Zealand for financial tracking and GST compliance. You can use a simple format like 001, 002, 003 or include a date prefix (e.g., 2025-001). Never skip numbers or reuse invoice numbers. Your invoice template should have an auto-incrementing field to maintain consistent numbering. This system helps you track invoices, reconcile payments, and makes it easier for the IRD if you're ever audited.

Use NZD (New Zealand Dollar) as your currency and display amounts using the dollar sign ($) or the ISO code NZD. Format amounts with cents, for example $1,500.50. Your invoice template should specify NZD to avoid confusion with other dollar currencies (AUD, USD). This is especially important for international transactions. Clear currency formatting helps clients process invoices accurately and reduces payment disputes.

Your New Zealand invoice template must include: your business name and IRD number, invoice number, invoice date, payment due date, customer details (name and address), itemized description of goods or services with quantities and rates, subtotal, GST amount (if registered), total amount due, and payment instructions. Each field serves a compliance purpose. This information ensures your invoice meets IRD requirements and is legally binding. A well-structured template captures all necessary elements without requiring custom additions.

Calculate GST by multiplying your subtotal by 15% (New Zealand's GST rate). For example, a subtotal of $1,000 plus GST of $150 equals $1,150 total. Your invoice template should automatically calculate this amount once you enter the subtotal. Always display the GST amount as a separate line item so clients can see exactly how much tax is included. Accurate GST calculation is critical for compliance and ensures your clients can claim input tax credits when required.

Yes, you can invoice international clients in foreign currency, but your New Zealand invoice template should still include your IRD number and indicate the exchange rate used. Many businesses invoice in USD or other currencies when serving overseas clients. However, you must convert the foreign currency amount to NZD for your GST and tax records in New Zealand. Keep documentation of the exchange rate used. Consider including both the foreign currency amount and NZD equivalent on your invoice to avoid confusion.