NZBN Invoice Template - New Zealand

Your NZBN (New Zealand Business Number) must appear on all invoices if your business is registered with Companies House or you're operating as a sole trader or partnership with a registered business name. The IRD requires this 13-digit identifier on invoices for compliance verification. If you're a registered company or incorporated society, displaying your NZBN demonstrates legitimate business status to clients and authorities. However, if you're operating casually without formal business registration, you may not have an NZBN yet—but you'll need one once you reach the GST registration threshold or establish formal business credibility.

GST in New Zealand is applied at 15% to most goods and services, calculated on the total value of items or services provided. If you're GST-registered (mandatory at NZ$60,000 annual turnover), you must show GST separately on invoices and remit it to the IRD. You can either add 15% to your subtotal or show a GST-inclusive price. If you're not registered, you don't charge GST or claim tax credits on expenses. Always clearly indicate your GST Registration Number on invoices if registered, enabling clients to claim input tax credits.

Your NZBN is a unique identifier assigned to your business entity, proving it exists legally. Your GST Registration Number is separate and only applies if you're GST-registered—it's used for tax purposes when you exceed $60,000 annual turnover or voluntarily register. One NZBN can exist without a GST number if turnover is below the threshold, but a GST number always requires an associated NZBN. Both should appear on compliant invoices: NZBN proves business legitimacy, while the GST number shows your tax registration status to clients and the IRD.

The IRD requires you to retain all invoices and supporting documents for at least seven years from the transaction date. This applies to both issued and received invoices, whether stored digitally or in paper format. Electronic copies are acceptable provided they're complete, legible, and stored securely—digital records must accurately reflect the original. Poor record-keeping can result in penalties during IRD audits, so implementing a reliable filing system from the start is essential. Cloud storage with backup systems is recommended for long-term retention security.

Yes, electronic invoices are fully legal and accepted by the IRD in New Zealand, provided they meet the same requirements as paper invoices. Your digital invoices must include all mandatory fields: NZBN, GST Registration Number (if registered), invoice number, date, and itemized details. You can send invoices via email, through accounting software, or client portals—there's no requirement to print or post. Ensure recipients can access and store the invoice reliably, and use formats like PDF that can't be easily altered. Retain a complete, unaltered copy for seven years.

A valid GST invoice must include: your business name and NZBN, the invoice number and date, recipient's name and address, a clear description of goods or services, quantity and unit price, your GST Registration Number, GST amount shown separately (or noted as GST-inclusive), total amount due, and payment terms if applicable. If you're not GST-registered, you omit the GST Registration Number and GST calculation, but you still need the NZBN if formally registered. Missing mandatory information can invalidate the invoice for GST purposes and create compliance issues during IRD audits.

GST registration becomes mandatory once your annual turnover reaches NZ$60,000 over any 12-month period. You must register within 14 days of crossing this threshold or face penalties from the IRD. You can voluntarily register earlier if turnover is lower—many businesses do this to claim input tax credits on expenses. Once registered, you must charge clients 15% GST and remit collections to the IRD every two months (or per your filing schedule). If below the threshold and unregistered, you can't charge GST or claim tax credits on expenses.

If the error is minor (spelling, contact details) and no payment has been made, contact the client and reissue a corrected invoice. If GST or payment amounts are wrong and the client has already paid, issue a credit note for the incorrect amount and send a new corrected invoice. Never alter or overwrite the original invoice—the IRD requires an audit trail showing the original and all corrections. Keep both documents for your seven-year retention period. If the error affects GST collected or claimed, notify your accountant, as adjustments may be needed in your GST return.