Looking for a free invoice template? Read this first
A free invoice template looks like the easy option, but it costs you time on every invoice and leaves getting the IRD rules right up to you. For most NZ sole traders, an invoicing app is quicker, tidier and safer. You can try NZInvoicer free, with nothing to download or set up.
Create your first invoice free in NZInvoicer →
Still weighing it up? Here's what a template really costs you.
8 hidden costs of using a free invoice template
The template is free, but the hours you spend using it aren't. Here's where the time and the risk come from.
- You build it before you can use it. Download it, add your logo and details, fix the formatting that breaks, and save a master copy. That's an hour gone before your first invoice.
- Every invoice starts from scratch. You retype customer details, rates and job descriptions each time, even for customers you invoice every week.
- The maths is on you. Word doesn't add up, and one broken Excel formula or wrong GST figure means you under-charge or look careless.
- Getting the IRD rules right is on you. What an invoice must show changes with its value, and a template won't warn you when you've left something off. Many free templates online are Australian or American, with ABN or sales tax fields that don't apply here.
- You're the numbering system. Duplicate or skipped invoice numbers confuse customers and make your records harder to check.
- Files end up everywhere. Need to fix last month's invoice or send it again? You're digging through folders and sent emails for "invoice-final-v2.docx".
- You can't see who's paid. A template doesn't track anything. You need a separate spreadsheet, or you rely on memory, and overdue invoices slip through.
- It's painful on a phone. Editing a Word or Excel file on site is fiddly, so invoicing gets pushed to late at night. Every day you wait is another day before you're paid.
What an NZ invoice must include, and why templates make it easy to get wrong
If you're GST registered, what your invoice must show depends on its total, including GST. A template shows the same boxes every time and leaves you to remember which ones matter. Since 1 April 2023, the IRD calls this information "taxable supply information", and the words "tax invoice" are no longer required.
| What to show | $200 or less | Over $200 to $1,000 | Over $1,000 |
|---|---|---|---|
| Your name or trading name | Required | Required | Required |
| Invoice date (or date of supply) | Required | Required | Required |
| Description of the goods or services | Required | Required | Required |
| Total amount payable | Required | Required | Required |
| Your GST number | Not required | Required | Required |
| GST shown (GST-exclusive amount, GST and total, or a total with a statement that it includes GST) | Not required | Required | Required |
| Customer's name plus one identifier (address, phone, email, trading name, NZBN or website), when the customer is GST registered | Not required | Not required | Required |
If a GST-registered customer asks for this information on a sale over $200, you have 28 days to provide it.
The most common template mistake is GST. Many downloadable templates add 15% GST automatically. If you're not GST registered (most sole traders earning under $60,000 a year), you must not charge GST or show a GST number. If you are registered, you must. A template can't tell which applies to you.
For the full breakdown, see our guide on what a quote and invoice must include in New Zealand.
This is general information, not tax advice. Check with the IRD or your accountant if you're unsure.
Template vs NZInvoicer: side by side
A template saves you the cost of software and spends your time instead. Here's how the two compare in practice.
| Topic | Invoice template | NZInvoicer |
|---|---|---|
| Cost | Free | Free 14-day trial, then $12 NZD a month |
| Getting started | Download, format and save a master copy | Sign up and start invoicing |
| Creating an invoice | Type every line and check the sums | Type or say what you did, and totals are worked out for you |
| Invoice numbers and due dates | Track them yourself | Done automatically |
| Meeting IRD rules | Up to you, every time | The required details are built in |
| Editing or resending later | Find the right file in your folders | Open it in the app and resend |
| Repeat customers | Retype their details | Saved and ready to use |
| Knowing who's paid | A separate spreadsheet or your memory | Each job tracked from quote to paid |
| On your phone | Fiddly | Built for it, with an Android app |
NZInvoicer also turns accepted quotes into invoices in one tap, sends recurring invoices for regular work, and turns receipt photos into invoice lines.
Try NZInvoicer free for 14 days →No credit card is needed.
How to create an invoice in NZInvoicer
Your first invoice takes a few minutes, and every invoice after that is quicker, because NZInvoicer remembers your details and your customers.
- Start your free trial. Sign up at nzinvoicer.com. No credit card is needed.
- Add your business details once. Enter your name, contact details and bank account, and your GST number if you're registered. They appear on every invoice from then on.
- Add your customer. Enter their name and contact details. Next time, just pick them from your list.
- Describe the job. Type it, or say it out loud, for example "Two hours mowing and edging at 12 Smith St, plus green waste removal". NZInvoicer drafts the line items and works out the totals.
- Check it and send. Your invoice goes out as a branded PDF with the invoice number and due date already filled in.
- Track it until it's paid. See which invoices are outstanding, and edit, resend or reuse any of them whenever you need to.
6 invoice mistakes that slow down payment
Most late payments aren't about money. The invoice is unclear, or missing something the customer needs before they can pay. Templates make these mistakes easy to make.
- Charging GST when you're not registered. If you aren't registered, you can't collect GST.
- No due date. "Payment on receipt" is easy to ignore. A specific date like "Due 20 November" is not.
- Missing bank details. If your customer has to reply asking how to pay, you've just added a week.
- Vague descriptions. "Work done" leads to questions. "Replace kitchen tap, parts and 1.5 hrs labour" gets paid.
- Sending invoices late. Invoice the day the job's finished, while the customer is still happy with the work.
- No follow-up. Many overdue invoices only need a friendly reminder, but you can only chase what you can see is overdue.
Invoice FAQs
Is it OK to use a free invoice template in NZ?
Yes, it's legal, as long as your invoice shows the information the IRD requires. The downside is the time it takes each invoice and the risk of mistakes, especially with GST. Most sole traders find an invoicing app quicker once they're sending more than a few invoices a month.
What's the fastest way to create an invoice in NZ?
Use an invoicing app built for sole traders. In NZInvoicer, you describe the job by typing or speaking, and the app builds the invoice with your details, invoice number, due date and totals already filled in.
Is NZInvoicer free?
You can use NZInvoicer free for 14 days, with no credit card needed. After that it's $12 NZD a month, with unlimited quotes and invoices.
Do I need to write "tax invoice" on my invoice in NZ?
No. Since 1 April 2023, the IRD no longer requires the words "tax invoice". What matters is that the right information is on the invoice. If you're not GST registered, don't call your invoice a tax invoice.
Can I send invoices if I'm not GST registered?
Yes. Sole traders who aren't GST registered invoice all the time. Leave GST off and don't show a GST number. You must register once your turnover goes over $60,000 in 12 months.
How do I calculate GST on an invoice?
Multiply your GST-exclusive subtotal by 0.15 to get the GST, then add it to the subtotal for the total. For example, $400 + $60 GST = $460. To find the GST already included in a price, divide the total by 23 and multiply by 3.
What payment terms should I use?
Use 7 or 14 days for most sole traders and one-off customers. The 20th of the following month is common for trade accounts. Whatever you choose, show a specific due date on the invoice.
How long do I need to keep copies of my invoices?
In New Zealand, business records generally need to be kept for at least seven years. Keeping your invoices in one app means you're not relying on folders and email to find them.