This free Wedding Planner Invoice Template - New Zealand is specifically designed for wedding coordinators and event planners operating in New Zealand. The template includes all essential billing elements with NZD currency formatting, GST compliance features, and professional layout perfect for New Zealand wedding businesses. Streamline your billing process with this customizable template that helps you manage client payments efficiently while maintaining a professional appearance that reflects the quality of your wedding planning services.
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Frequently Asked Questions
Display GST separately on your invoice if you're GST-registered. This clarity helps clients understand the tax component and is legally required for GST invoices in New Zealand. Show the subtotal before GST (15% in NZ), then add GST on the next line, with the final total clearly marked. If you're not GST-registered, you can note "GST not applicable" or simply show one total. Most NZ wedding planners display GST separately to appear professional and transparent with clients.
You must register for GST if your turnover exceeds $60,000 in any 12-month period. Many NZ wedding planners reach this threshold within their first year of business due to the high value of wedding services. Once registered, you can claim back GST on business expenses like venue visits, supplier meetings, and software. Registration is mandatory once you exceed the threshold, even if you prefer not to register earlier. Check with IRD (Inland Revenue Department) to confirm your current registration status.
Itemize services to reflect the actual work you provide and justify your fees to clients. Common line items include full planning coordination, venue selection and negotiation, vendor management and liaison, wedding day coordination, timeline creation, and guest accommodation assistance. Breaking services into separate lines helps clients see the full scope of your role and makes invoicing more transparent. Some planners add travel time or site visit fees as separate items. Match your itemization to your service package and client expectations.
Invoice according to your agreed payment schedule, typically across multiple milestones rather than one final invoice. Many NZ wedding planners invoice a deposit (30–50% of fees) upon booking, a second installment at the halfway point (3–4 months pre-wedding), and a final invoice after the wedding concludes. This spreads costs for clients and maintains your cash flow throughout the planning process. Your invoice should clearly reference which milestone payment it covers and the remaining balance due. Always confirm the payment schedule with clients before starting work.
Most NZ clients prefer bank transfer (direct debit) for invoice payments—it's secure, documented, and widely used for professional services. Some couples may request payment plans or ask about card payments, though card processing fees often apply. Credit card, Apple Pay, and digital wallets are increasingly common, particularly among younger couples. Include your bank details clearly on the invoice for transfers. Specify any processing fees if accepting non-transfer methods, and state your payment terms (e.g., net 14 days or due upon invoice).
Divide your total fee into clear payment stages to align with planning milestones. A typical structure is: initial deposit (25–30%) at booking, second payment (30–40%) at the 3-month mark, final payment (30–40%) one week before the wedding. Include deposit terms on your original invoice or proposal, then issue separate invoices for each milestone. This approach protects both you and clients, ensuring commitment while giving couples time to budget. Clearly state what each payment covers (e.g., "Initial Planning Phase" or "Wedding Day Coordination")
Your GST invoice must include: your business name and GST registration number, the invoice date and number, client's name and address, itemized description of services provided, quantity and price per item, GST amount (shown separately), and final total including GST. Include payment terms and your contact details for queries. A clear due date is essential for cash flow. These elements meet IRD requirements for GST-compliant invoices. Keep copies of all invoices for at least 7 years for tax audit purposes.
Yes, many NZ wedding planners itemize travel and venue consultation fees separately, especially for out-of-Auckland venues or multiple site visits. Clarify this in your initial proposal so clients expect the charge. You might invoice travel as an hourly rate, a flat fee per visit, or a mileage-based charge. Some planners include a set number of venue visits in their base fee, then charge for additional ones. Be transparent about what's included in your planning service versus what incurs extra fees to avoid invoice disputes.