Our free Job Invoice Template - New Zealand is specifically designed for New Zealand businesses and contractors. This professional template includes GST calculations, complies with local invoicing requirements, and features customizable fields for job descriptions, hourly rates, and materials. Perfect for tradespeople, contractors, and service providers across New Zealand, this template streamlines your billing process while ensuring compliance with NZ tax regulations and business standards.
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Frequently Asked Questions
Yes, you must include GST if you're registered with the IRD. Most job invoices for tradework, labour, and materials attract 15% GST. Show the GST amount separately on your invoice—list items at the base price, then add GST to reach the total. Your job invoice template should calculate this automatically. If you're not GST-registered, state 'GST not applicable' so clients understand the figure is final. Always verify your registration status with the IRD.
Include a clear job description that specifies the location, work completed, and dates the work occurred. Name the specific services provided—for example, 'plumbing repair—kitchen tap replacement' rather than just 'plumbing work.' If the job spans multiple days, list the date range or completion date. This protects you by documenting what was actually delivered and helps clients match the invoice to their work request. Vague descriptions lead to payment disputes.
Use individual line items for each cost category. Create separate rows for labour hours (with quantity and hourly rate), materials supplied, travel costs, and equipment hire. Breaking these down helps clients understand the invoice and makes GST calculations transparent. For example, show '4 hours labour @ $65/hour' on one line and 'paint supplies' on another. This clarity reduces questions and speeds up payment. Some clients also need itemized costs for budgeting or tax purposes.
Yes, you can include travel time and transport as separate line items. Charge for the travel time itself (calculated by your hourly rate and distance time) plus any mileage or fuel costs. Be transparent about how you calculated these charges. Most job invoices include a single line for 'travel and transport' or break it into components. Discuss travel charges with clients before starting work so there's no dispute. Distance, location, and your standard pricing determine whether travel fees are reasonable.
You can charge different rates for different skill levels if each person is clearly identified on the invoice. For example, list 'apprentice labour' at one rate and 'senior tradesperson' at a higher rate. However, for simplicity, many contractors charge one consistent rate across their team. Whatever you choose, be consistent and make it transparent on the invoice. Clients expect clarity about who did the work and why rates differ. Discuss your rate structure upfront to avoid misunderstandings.
New Zealand doesn't mandate a specific numbering format, but your invoice numbers must be sequential and unique. Most contractors use simple formats like 001, 002, 003 or add a date prefix like '20250616-001.' Choose a system you can track easily and stick with it consistently. Sequential numbering helps the IRD verify your records during audits and prevents accidental duplicate invoices. Never reuse invoice numbers, and keep a record of every invoice issued for your accounting records.
Specify your payment terms clearly—for example, 'Due upon receipt' or 'Due within 7 days.' Include your payment methods (bank transfer, cash, card). If you charge late fees, state them on the invoice. You can add 'Payment overdue after [date]' to encourage prompt payment. New Zealand law doesn't set a standard payment term, so what you agree with the client applies. Document these terms before starting work and add them to every invoice. Clear expectations reduce payment delays.
Invoice only for materials actually supplied or used on the job, not for leftover stock. If you purchased materials specifically for that job, invoice the full cost. If materials were already in your inventory and only part was used, invoice the proportion used or the cost to the client. Document this approach on the invoice to maintain transparency. Some clients expect 'materials markup' as a percentage of cost—agree on this before starting work. Overcharging for materials damages your reputation and leads to disputes.