Travel Agency Invoice Template - New Zealand

In New Zealand, most travel services including flights, accommodation, and tours are subject to 15% GST, which should be calculated on the invoice total. Some international flights may have different GST treatment depending on residency and service delivery location. Your invoice must clearly separate the pre-GST subtotal from the GST amount as a distinct line item—this is a requirement for GST-registered businesses. Showing GST separately on your travel agency invoice helps clients understand the total cost and ensures your records remain compliant with Inland Revenue requirements.

A comprehensive travel agency invoice should itemize each service separately with individual descriptions, quantities, and rates—flights, accommodation, transfers, tours, and insurance should each appear as distinct line items. This breakdown helps clients understand what they're paying for and provides clarity for your records and accounting. Include dates, locations, and provider names where relevant (e.g., "Auckland-Queenstown return flights" or "Millennium Hotel, 3 nights"). Detailed line items also make it easier to handle future modifications or refunds for specific components.

Travel agencies typically charge booking or service fees to cover administrative costs, itinerary planning, and booking management—these should be clearly labeled as "Service Fee" or "Booking Charges" as separate line items on the invoice. The fee amount and its purpose should be transparent; many agencies charge a fixed amount per booking or a percentage of the total package value. Include this fee before calculating GST so clients understand it's a legitimate business charge. This clarity helps prevent payment disputes and demonstrates professional service delivery.

Travel agencies typically request a deposit (commonly 25–50% of the total package cost) at booking, with the balance due before travel or at a specified date. Clearly state these payment terms on your invoice—specify the deposit amount, due date, and the balance due date in relation to travel dates. This protects your business from cancellations and ensures funds for supplier payments. Some agencies also include a note about cancellation policies and how deposits are handled if plans change.

Travel insurance premiums should be itemized as a separate line item on your invoice, showing the insurer name, coverage type, and cost. This separation is important because travel insurance is technically a different service from the travel arrangements themselves, and clients may want to see it distinctly. Including it separately also helps with accounting and makes it clear whether the cost is included in your package or offered optionally. Some clients will remove insurance if they already have coverage, so this breakdown allows easy modification.

For group travel bookings, create a master invoice for the organizer or client contact, with a detailed breakdown showing per-person costs and a clear summary of the number of travelers. You can either list each person separately or show quantity multipliers for identical bookings (e.g., "Return flights, 8 passengers × $485"). Include a group summary section showing total cost per person, total group cost, and any group discounts applied. This structure makes it easy for the client to verify costs and share individual breakdowns with group members if needed.

Your travel agency invoice must include your business name, address, and GST registration number, a unique invoice number and date, the client's details, an itemized service breakdown, amounts including GST, and payment instructions. The invoice should comply with IRD recordkeeping requirements for GST purposes and should clearly show the GST amount separately. Include a professional business footer and terms of trade if you have standard cancellation or payment policies. Professional formatting and completeness protect your business legally and build client confidence.

When invoicing for international travel packages involving currency conversions—such as accommodation or tours booked in USD, EUR, or other currencies—show the original currency cost and your conversion methodology or rate used on the invoice. This transparency helps clients understand the final NZD amount and any currency conversion fees your agency charges. Include the exchange rate used and the date of conversion, or note if you use a fixed rate for simplicity. Document your currency handling process clearly to avoid disputes about exchange rate fluctuations.