Printable Invoice Template - New Zealand

You must register for GST once your annual turnover reaches $60,000 or when you expect to exceed this within 12 months. Once registered, your invoices must show your IRD number and calculate 15% GST on taxable supplies. Even before reaching the threshold, you can voluntarily register to claim input tax credits. If not registered, don't display a GST line on your invoice—simply show your total fee. This distinction is critical for maintaining client credibility and IRD compliance.

The IRD requires invoices to be numbered sequentially and uniquely, creating an audit trail that demonstrates proper record-keeping practices. You cannot skip numbers or restart your sequence without clear documentation. While you can begin at any number, consistency matters for tax purposes and audits. Missing or duplicate invoice numbers can trigger IRD enquiries during compliance reviews. Maintain your numbering logic transparently so your records are easily traceable.

Yes, but GST treatment differs significantly. Exports of services to non-residents are typically GST-free, so show "$0 GST" on these invoices rather than applying the 15% rate. Display your currency clearly as NZD and specify your payment method for international transfers. Include your IRD number to demonstrate legitimacy. Convert pricing in your local currency rather than asking clients to handle conversion. This approach builds confidence with overseas buyers and ensures compliance.

Your legal business name, physical address, and IRD number (if GST-registered) are mandatory. Include a clear invoice number and issue date. Your contact details—phone and email—help clients resolve queries quickly. If you're a sole trader, your full name may be required; companies must use their registered company name. These details ensure your invoice meets IRD standards while maintaining professional credibility with clients and tax authorities.

Clearly state when payment is due, such as "Due within 30 days" or "Payment due by [specific date]." Include your payment methods—bank account details, payment app link, or card options—so clients know exactly how to pay. Using consistent payment terms across all invoices improves cash flow predictability. Include a late payment reminder if appropriate for your business type. Transparency here reduces follow-up communications and accelerates cash collection.

Line items should clearly show which services are GST-taxable and which are GST-free or exempt. Display the GST amount separately on each line to eliminate ambiguity. For example, if you provide consulting (taxable at 15%) alongside export services (GST-free), itemize each separately. Show subtotals for taxable and GST-free supplies, then calculate GST only on taxable amounts. This transparency prevents disputes and ensures IRD compliance for mixed-rate invoicing.

Yes. The IRD requires you to retain invoices—printed or digital—for seven years from the end of the financial year. Even if you print invoices, scanning and storing digital copies is best practice for backup and accessibility. This creates an audit trail should the IRD request records during compliance checks. Electronic storage with clear filing and backup systems simplifies long-term compliance. Never rely solely on printed copies for retention requirements.

Create a separate invoice for the deposit, clearly labeling it as "Deposit" or "Retainer" with applicable GST calculated. GST applies to the deposit when received, not when the final service is delivered. Show the deposit amount and GST separately on your invoice. When you deliver the final service, invoice for the balance, noting the previous deposit received and adjusting the total accordingly. This ensures accurate GST accounting and transparent financial records.