What to put on an invoice in NZ
A plain guide for tradies and small businesses · Updated October 2026
Since 1 April 2023, Inland Revenue no longer requires a document headed "tax invoice". GST-registered businesses now have to keep and provide taxable supply information. That's the details a GST-registered customer needs to claim their GST back. In practice your invoice is still the easiest way to give it to them. Here's what to include.
What your invoice needs to show for GST
If you're GST registered and your customer is too, what you include depends on the total of the job:
| Job total (incl. GST) | Include |
|---|---|
| $200 or less | Your name or trading name · the date · what you did or supplied · the amount |
| Over $200 up to $1,000 | Everything above, plus your GST number, and either the amounts excluding GST, the GST and the total including GST, or the total including GST with a statement that it includes GST at the standard rate |
| Over $1,000 | Everything above, plus your customer's name and one other identifier, such as their address, phone number, email, trading name, NZBN or website |
If a GST-registered customer asks you for this information, you have 28 days to provide it, unless you agree a different time.
Not GST registered? Then you don't charge GST and shouldn't show a GST amount or GST number. Just make the invoice clear about what was done and what's owed.
Good practice, whatever the amount
- An invoice number, so you and your customer can match payments.
- A due date and your payment terms, e.g. "due within 7 days".
- How to pay, including your bank account number and what reference to use.
- Line items that separate labour and materials, so there are fewer questions and faster payment.
- The job address, which is handy when a landlord or property manager is paying.
Quotes and estimates aren't the same
A quote is a fixed price for the work described. If the customer accepts it, that's the price, unless the job changes. An estimate is your best guess and can change. Say clearly which one you're giving. If the scope changes partway through, agree the new price in writing before you carry on, because that's what saves arguments at invoice time.
Getting the customer to accept a quote in writing, by email or an online "accept" button, gives you a clear record of what was agreed and when.
Keep your records
Inland Revenue generally expects business records to be kept for at least seven years. Keep copies of your quotes, invoices and receipts somewhere safe, and make sure you can export them for your accountant.
Let UteWise handle the paperwork
UteWise adds your GST number and the GST amounts to your invoices for you. Your customers accept quotes online, you turn an accepted quote into an invoice in one click, and you can see who has paid.
Try UteWise free for 14 daysThis guide is general information based on Inland Revenue's guidance. It isn't tax advice. Check your own situation with your accountant or Inland Revenue.