A clear invoice gets paid faster. A messy one gets put in a pile, queried, or forgotten. This guide shows how to write an invoice as a tradie or contractor (some clients call it a bill), what must be on it, a simple layout you can copy, and the tax details that differ between countries.
What every invoice should have
Whatever country you work in, a good invoice has these details:
- The word “Invoice” at the top (or “Tax invoice” where your tax rules ask for it)
- Your business name, address, phone and email
- Your tax number if you are registered, such as your GST number, ABN or VAT number
- A unique invoice number. Number them in order and never reuse one
- The invoice date, and the date or dates the work was done
- The client’s name and address, and the job address if it is different
- A clear description of the work, with quantities and prices
- The subtotal, the tax amount and the total to pay
- The due date, such as “Due within 7 days” or a real date
- How to pay: bank account details, card link or other options
If the invoice is for a quoted job, put the quote number on it. If there were variations (change orders), list each one on its own line with its own price.
A simple invoice layout
Keep it to one page if you can. Top to bottom, it reads like this:
- Your logo and business details on the left, the word “Invoice” on the right.
- Invoice number, invoice date and due date, under the heading.
- “Bill to”: the client’s name and address. Then “Job address” if different.
- A short table of the work: description, quantity, rate and amount.
- Subtotal, tax and total, lined up on the right.
- Payment details and terms at the bottom.
- A short thank-you line. It costs nothing and people notice.
Here is what the work table can look like:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labour: bathroom tiling | 16 hours | 85.00 | 1,360.00 |
| Floor tiles, supplied | 6 square metres | 65.00 | 390.00 |
| Adhesive and grout | 1 lot | 120.00 | 120.00 |
| Variation 1: extra niche | 1 | 180.00 | 180.00 |
In this example, the subtotal is 2,050.00. If you charge 15 percent GST, as in New Zealand, the GST is 307.50 and the total is 2,357.50.
Write the description so nobody has to ask
Most invoice queries come from vague lines like “Work done: 2,000”. Write what the client will recognise.
- Use the same words as your quote, so the client can match them up
- Show labour and materials on separate lines when the client expects it
- Name the stage if you are billing in stages, such as “Stage 2 of 3: framing complete”
- Show any deposit already paid as a minus line, so the balance is clear
Payment terms that get you paid
Put your terms on every invoice, even for regular clients.
- A clear due date. “Due on completion” or “7 days” works well for house jobs
- How to pay, with your bank details written out in full
- What to put as the payment reference, usually the invoice number
- What happens if payment is late, if your contract allows a late fee or interest
Send the invoice the same day the job finishes, while the client is still happy. Our guide to getting paid on time covers deposits, stage payments and a reminder routine.
Paper, PDF or app
Most clients now want an emailed PDF. You can make a simple template in a word processor or spreadsheet, but numbering, tax maths and reminders are easy to get wrong by hand. A job app can turn your quote into an invoice and track who has paid. TradeFlow is one option, made for small trade businesses.
Whatever you use, keep a copy of every invoice. Tax offices usually ask you to keep records for several years.
New Zealand: GST details
If you are GST-registered in New Zealand, the old “tax invoice” was replaced in April 2023 with “taxable supply information”. In plain words, for sales over 200 dollars your invoice should show your name, GST number, the date, a description, and the GST amount (or a statement that the price includes GST). For sales over 1,000 dollars, also show the client’s name and a contact detail such as an address, email or phone number. See our GST basics guide and check the details with IRD.
If you work in another country
- Australia: if you are registered for GST, a tax invoice must show that it is a tax invoice, your name and ABN, the date, a description, and the GST. For sales of 1,000 dollars or more, it also needs the buyer’s name or ABN.
- UK: VAT-registered businesses must issue VAT invoices with set details, including your VAT number, the VAT rate and the VAT amount. A simplified invoice is allowed for sales of 250 pounds or less, including VAT.
- US: there is no national invoice format. Sales tax rules are set by each state, and whether labour is taxed depends on the state and the type of work.
- Canada: if you are registered for GST or HST, show your registration number. The details you need depend on the size of the sale.
- Always check your local tax office’s current rules.
Quick checklist
- “Invoice” or “Tax invoice” at the top
- Your details and tax number
- A unique invoice number and the date
- Client name, address and job address
- Clear lines that match the quote, with variations listed
- Subtotal, tax and total
- Due date and how to pay
- Sent the day the job finishes, copy kept
This guide is general information only. Invoice and tax rules change and differ between countries, states and provinces. Check the current rules with your tax office or an accountant before you set up your invoices.