How to invoice as a sole trader in NZ.
You did the work. The invoice is how you ask to be paid and how you prove GST if you are registered.
Before you send
Agree scope and price where you can. A text message counts: “Tap set supply and install, $1,150 incl. GST” beats a argument later. If you quoted on Daybook, convert the quote to an invoice so the lines stay identical.
Pick an invoice number you can follow. Many sole traders use a simple sequence (1001, 1002…) or the job name plus a suffix. What matters is you can find it again in March.
What to put on the page
A New Zealand tax invoice needs enough detail that IRD and your customer can understand the sale. In plain terms:
- Your name or trading name, and contact details
- Your GST number if you are registered
- Customer name (and site address if it is not the billing address)
- Date and invoice number
- Description of the work or goods — labour and materials on separate lines is fine
- Amounts in NZD, and GST shown clearly or a note that the total includes GST
Our invoice checklist matches this list. Need a PDF today? Use the free generator.
Worked example
Example · Yardstick Plumbing
- Labour · kitchen tap set$360.00
- Parts · tap set and fittings$640.00
- GST 15%$150.00
When the customer pays that $1,150, not all of it is yours to spend. On cash received, $150 is GST at 15% inclusive (the 3/23 split). Daybook shows that on the paid invoice.
GST registered or not
If you are registered, charge GST on taxable supplies and show your GST number on the invoice. If you are not registered, do not add GST — your price is what you quote.
Registration rules change; check IRD — registering for GST rather than guessing from an old forum post.
After you send
Send the PDF or link, then record when money lands. Bank transfer you enter yourself is free on Daybook. Pay Now by card is optional and shows the clip before you turn it on.
Keep a copy. If the customer loses it, resend from the app — same number, same lines.