Security Invoice Template - New Zealand

GST (15% in New Zealand) must be calculated on the total value of security services and displayed as a separate line item on the invoice. The invoice subtotal, GST amount, and final total must all be clearly shown. If your security company is GST-registered, you can claim GST credits on business expenses related to providing these services. Your IRD number should appear on the invoice. For invoices under NZ$250, GST still applies but some optional details can be simplified. Always verify your GST registration status with IRD to ensure compliance.

Break down services by type: patrol duties, guard hours, monitoring services, and assessments should each appear as separate line items. Patrol services typically use hourly rates or per-patrol pricing. Guard services charge by shift or daily rate. Monitoring services (24/7 alarm, CCTV) often use monthly retainers. This itemization helps clients understand costs and justifies billing. When combining multiple service types for one client, clearly label each service with its duration, rate, and subtotal to prevent billing disputes.

Yes, monthly retainer invoicing is standard for ongoing security contracts. Issue one invoice per month for recurring services like 24/7 monitoring, access control, or standby guard availability. Your invoice should clearly state the retainer period (dates covered), the monthly rate, and any additional services provided beyond the retainer. If the contract includes variable charges—extra patrols or emergency call-outs—itemize these separately. Keep a contract copy with payment terms attached to your records for audit purposes.

Emergency or out-of-hours response calls should be invoiced separately from standard services. Include the call date, time, duration, and nature of response in the invoice description. Consider setting a minimum charge or call-out fee in addition to hourly rates for emergency work, which you've already agreed with the client in your contract. Document the incident details (time dispatched, arrival time, duration on-site) to justify the charge. This transparency prevents disputes and supports your invoice if payment is delayed.

Standard payment terms for NZ security invoices are typically Net 7 to Net 30 days from invoice date. Many security companies require Net 14 (payment within 14 days) to manage cash flow for guard wages and monitoring systems. Include clear payment terms on every invoice: specify the due date, accepted payment methods, and any late payment interest (if applicable under your contract). Some large clients negotiate Net 30 or Net 45; negotiate upfront and document these terms to avoid payment delays. Early payment discounts can improve cash flow.

Use separate invoices for each major client site if services, rates, or billing cycles differ. This clarity helps clients match invoices to site-specific budgets and prevents confusion. However, if one client operates multiple locations under the same account with uniform rates, a consolidated invoice showing each site as a line item works well. Always include the specific site address or location identifier in the invoice to avoid disputes. Confirm the client's invoicing preference in your service agreement before the first invoice is issued.

Retain a copy of the service contract showing agreed rates, hours, and service descriptions alongside your invoice. Keep timesheets or dispatch logs documenting actual hours worked or services provided (guard names, shift start/end times, patrol routes). For monitoring services, retain system logs or incident reports that support the service charge. Invoice numbers should be sequential and filed chronologically. This documentation proves invoice accuracy if disputes arise and meets IRD record-keeping requirements, which typically require records to be kept for seven years.

You don't need to list individual guard licenses on the invoice itself, but maintaining records of guard qualifications is important for compliance and insurance purposes. Your invoice should describe the service type—for example, "Licensed Security Guard Services" or "Armed Security Patrol"—which indicates the service quality and justifies the rate. If clients request proof of qualifications, provide it separately from the invoice. Some large contracts or government clients may require qualification documentation attached to the invoice or contract, so clarify expectations in your service agreement.