Food Invoice Template - New Zealand

Most food products are subject to 15% GST, but some staple foods including bread, milk, fresh fruit, and vegetables are GST-exempt in New Zealand. On your invoice, clearly separate taxable items from exempt items, showing the GST amount only for applicable products. If you're registered for GST (mandatory if turnover exceeds NZ$60,000 annually), your invoice must show the total GST collected. Contact the IRD if unsure whether a specific food product qualifies for exemption, as this affects both your invoicing accuracy and tax obligations.

Beyond standard invoice details, food invoices should include the product description (e.g., 'Angus Beef—5kg'), quantity with unit of measurement (kg, litres, boxes, dozens), unit price, and total amount. For bulk orders, specify packaging size or container type. Including the product grade, origin (if marketed), or quality indicators can strengthen client relationships and reduce disputes. For perishable items, consider adding delivery or use-by expectations, though these aren't legally required. This specificity protects both you and your customer by creating a clear record of exactly what was ordered and delivered.

While the same template can work for both, retail and wholesale sales often differ in payment structure, pricing, and quantities. Wholesale invoices typically show bulk quantities, negotiated per-unit rates, and extended payment terms (net 7–30 days), whereas retail invoices usually reflect smaller quantities and immediate or short-term payment. Your template should allow flexibility to accommodate both scenarios without appearing unprofessional. Consider creating clearly labelled variations or settings so you can quickly adjust terms, minimum order quantities, or pricing structures based on customer type while maintaining consistent branding and compliance.

Issue a proforma invoice before delivery when clients need an advance estimate for budgeting, approval from their own management, or confirmation of exact costs before commitment. This is common in catering, where final headcount or menu selections might change. A proforma invoice isn't a legal sales invoice but acts as a binding quote once accepted. Once payment or delivery occurs, follow up with a formal tax invoice showing the actual amount supplied. This practice reduces disputes, sets clear expectations, and provides a professional touchpoint in the sales process without creating premature tax obligations.

Payment terms in the NZ food industry vary by relationship and volume. Retail customers often pay on delivery or shortly after (cash, card, or bank transfer), while restaurants and institutional buyers typically receive net 7–14 day terms for established accounts. Some wholesalers offer net 30 days for qualified businesses. Smaller suppliers or first-time customers might request payment upfront, especially for perishable goods with short shelf lives. Clearly state your payment terms on every invoice to avoid confusion and cash flow issues. Early payment discounts (e.g., 2% off net 7) can incentivize faster settlement if your margins allow.

Including expiry dates or batch numbers isn't a legal requirement on the invoice itself, but it's good practice for perishable goods and helps prevent disputes about product quality or freshness. Some wholesale buyers explicitly request this information for their own compliance tracking and inventory management. If you include these details, put them in a separate line or notation to avoid cluttering the core invoice data. This becomes especially important if a customer later disputes a delivery or experiences issues with product quality—documented batch information protects both parties and aligns with food safety accountability standards that apply across the industry.

Restaurant suppliers typically invoice ingredient quantities (per kg, box, or bulk order) with item-level pricing and wholesale rates, often including delivery fees or minimum order amounts. Food manufacturers invoicing retailers or distributors may include specifications like shelf-ready packaging, product codes, or case quantities, plus bulk discounts for volume tiers. Both should reflect their cost structure and business model, but restaurant invoices emphasize convenience and delivery frequency, while manufacturer invoices stress compliance, standardisation, and volume economics. Tailor your template fields and terminology to match your primary customer type while remaining flexible enough for occasional cross-segment sales.

The Inland Revenue Department (IRD) requires you to retain all invoices and supporting business records for at least seven years for tax purposes. This applies equally to food businesses. Keeping invoices longer (10+ years) provides extra protection for warranty claims, supply disputes, or regulatory audits. Store copies securely—digitally, physically, or both—ensuring they remain legible and accessible if the IRD requests them. Proper record-keeping demonstrates GST compliance, supports your tax position, and protects you against customer disputes over pricing or delivery dates. Implement a filing system from the start rather than scrambling to organize records later.