Hairdresser Invoice Template - New Zealand

Include your GST registration number prominently and show GST separately on every invoice if your salon is GST-registered. Display the subtotal before GST, the GST amount (15%), and the total including GST. The Inland Revenue requires this breakdown for tax compliance and audit purposes. If you're not GST-registered, you cannot charge or claim GST. Ensure your template clearly labels which services and products are subject to GST, as this becomes essential documentation if the IRD reviews your records. Clear GST presentation builds client trust and protects your business from compliance issues.

Itemizing services separately is best practice for salon invoicing in New Zealand. Clients appreciate seeing exactly what they're paying for—a $85 cut, $120 color, and $35 treatment appear more transparent than a single $240 line. This clarity justifies your pricing, helps clients compare visit costs over time, and makes it easier to identify which services drive revenue. Itemization also simplifies tracking service trends and allows clients to retain records of specific treatments they've had. When you bundle services together, clients lose visibility into the value of individual services, which can reduce perceived worth.

Yes, many mobile hairdressers in New Zealand charge travel fees or include them in service pricing. Document this clearly on your invoice with a line like "Travel to Ponsonby: $15" or "Mobile service charge." Establish this expectation before arriving at the client's home—include it on your website, booking confirmation, or initial communication. Some stylists add a location-based surcharge (e.g., $20 for areas beyond 5km), while others build travel costs into service rates. Be transparent and consistent so clients understand why travel charges appear. Mobile fees are legitimate business expenses that protect your profitability and time investment.

List product sales as separate line items from your labor services on the invoice. For example, itemize "Keratin Treatment Service: $150" and "K18 Leave-In Conditioner: $45" as distinct entries. This separation shows clients the product value and prevents confusion between your professional fees and retail markup. Both products and services are subject to GST if your salon is GST-registered. Keep records of product costs and markup percentages for business accounting. Clear product itemization encourages clients to invest in professional hair care between appointments and demonstrates the value of quality products recommended by professionals.

Most salon services in New Zealand are paid at the time of service (cash, card, or online), so invoices are issued after payment is complete. However, if you offer account terms to regular clients or corporate contracts, specify payment due within 7-14 days. Clearly state your payment terms on every invoice, including accepted methods (bank transfer, card, cash) and any late payment consequences. For services over a certain amount, many stylists require a deposit upfront to secure the booking. Be consistent with payment expectations to avoid cash flow problems and client disputes.

If your salon is GST-registered, you must issue a tax invoice for every transaction. Tax invoices require your GST number, the client's details (or permission to omit), an invoice number, date, service description, and GST amount. For non-registered salons, a receipt is usually sufficient for small cash transactions. However, issuing invoices for all services—even small ones—establishes a professional record and helps track income for tax purposes. Clients also appreciate documentation of services and spending, especially for color treatments or packages they may return to later. A simple invoice template meets legal requirements without extra effort.

Create a separate invoice line for deposits, such as "Deposit for Full Head Colour Service: $60" with a note stating the balance is due on the service date. This itemization clarifies that the deposit is not a full payment and sets client expectations. Retain the deposit invoice for your records and reference when the client returns. Some salons issue a "Booking Confirmation" document instead of a deposit invoice to keep things informal, but a proper invoice is clearer for accounting. Clearly communicate your deposit policy upfront—whether deposits are refundable, how far in advance they're required, and how they're applied to the final bill.

Itemize each service within a package rather than showing a single bundled price; for example, list "Women's Cut: $85," "Full Colour: $120," and "Package Discount: -$30" as separate lines. This approach shows clients the value of individual services before discount, making the deal feel more substantial. Alternatively, if you offer multi-visit packages, create a separate "package" line with the package name and discounted rate. Clear discount breakdown prevents client confusion and disputes about pricing. Document your standard package terms and who qualifies for each discount. Transparent pricing builds confidence and encourages clients to choose premium services when they see the itemized value.