Download our free Plumbing Invoice Template for New Zealand businesses. This professional template includes GST calculations, NZ-specific formatting, and all essential fields for plumbing contractors. Streamline your billing process with pre-built sections for labour, materials, and callout fees. Perfect for registered plumbers across Auckland, Wellington, Christchurch and throughout New Zealand. Save time on administrative tasks and ensure compliance with local invoicing requirements.
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Frequently Asked Questions
Create separate line items for each component. For example: "Emergency callout fee," "Labour—4 hours @ $75/hour," then list each material (pipe, fittings, seals) with cost. This breakdown is clearer than lumping charges together and helps customers understand value. Plumbing jobs often mix quick fixes with material costs, so itemization protects you if clients question pricing. Show subtotal for labour and materials separately, then apply 15% GST to the combined subtotal.
Your invoice must display the subtotal, then show GST at 15% as a separate line, then the total amount due. Include your GST registration number if you're registered. The IRD requires this breakdown, and it protects you in audits by showing clear compliance. For plumbing services in NZ, GST applies to labour and materials equally unless you have specific exemptions. Keep this layout consistent across all invoices so clients and your accountant can easily verify accuracy.
Yes. A callout fee covers the cost of rapid response, especially outside business hours, and is separate from labour charges. List it as a distinct line item, such as "Emergency callout fee—$120," then add labour time separately. This transparency shows clients why after-hours work costs more and acknowledges the resource commitment of an urgent response. Both the fee and labour are subject to GST, so include both in your subtotal before calculating tax.
Issue one invoice after all work is complete, with separate line items for each visit or phase. For example: "Visit 1—Initial inspection and diagnosis: $95," "Visit 2—Drain clearing and repair: $250," "Visit 3—Follow-up inspection: $75." This itemization helps customers understand the scope and timeline of work. Some plumbers request a deposit before starting, then invoice the balance on completion. Always confirm payment terms upfront so there are no surprises.
You can charge materials at your actual cost, add a percentage markup, or use fixed pricing for common items. Many plumbers add 15–25% to cover supply costs, stock holding, and waste. Be clear about your approach. For transparency, you might list "2×Tap washers @ $15 each = $30" then show your markup separately, or simply show the final charge. Consistency across invoices builds trust with customers who see your pricing remains fair and competitive.
Collect their full name and address, contact phone number, and email address. If invoicing a commercial property or management company, ask for a purchase order number or account reference. Confirm whether the invoice should be sent to the property occupant or a different billing contact. For GST compliance, record whether they're GST-registered (useful for your records, though it doesn't change your invoice). Clear upfront communication prevents invoicing delays and payment issues.
They must be separate documents with different numbers. A quote is an estimate; an invoice is a demand for payment for completed work. After you complete the job, issue an invoice with a fresh invoice number, not a revised quote. You can reference the quote number on the invoice for the customer's records, but use a separate invoicing sequence. This distinction keeps your financial records clear and is important for GST tracking and IRD compliance.
If the repair is covered under warranty, you may issue an invoice marked "No charge—warranty repair" or handle it internally without invoicing. For follow-up visits you're charging for, issue a standard invoice with full details. Some plumbers issue a "courtesy invoice" for record-keeping even on free work. If parts are covered but labour is charged, itemize clearly: "Tap body—warranty part (no charge)," then "Labour—2 hours @ $75/hour." This transparency shows what you provided at no cost.