NZ Invoicing Requirements 2024: What Every Small Business Must Know

Understanding NZ invoicing requirements is essential for small business owners who want to stay compliant with Inland Revenue (IR) and ensure their customers can claim GST on your invoices.

This guide covers everything from basic receipts to the additional fields required on tax invoices over $1,000.

Do You Need to Issue Tax Invoices?

If your business is GST-registered, you must issue a tax invoice for any taxable supply over $50. Your customers who are also GST-registered need these invoices to claim GST on their purchases.

Types of Invoices in NZ

Receipts (Sales Under $50)

For sales under $50 (GST-inclusive), a simple receipt is sufficient. No specific format is required.

Tax Invoices ($50–$999)

Your invoice must include:

• The words "Tax Invoice" clearly shown
• Your name (or trading name)
• Your GST number
• The date of issue
• A description of the goods or services
• The GST-inclusive price
• The GST amount (or a statement that GST is included)

Full Tax Invoices (Over $1,000)

For any taxable supply over $1,000 (GST-inclusive), you also need:

• The customer's name and address
• The quantity or volume of goods/services
• The GST-exclusive price and GST-inclusive price separately stated

Mandatory Fields Quick Reference

| Field | Under $1,000 | Over $1,000 | |-------|-------------|-------------| | "Tax Invoice" header | ✅ Required | ✅ Required | | Your name/trading name | ✅ Required | ✅ Required | | Your GST number | ✅ Required | ✅ Required | | Invoice date | ✅ Required | ✅ Required | | Description of supply | ✅ Required | ✅ Required | | GST-inclusive price | ✅ Required | ✅ Required | | GST amount shown | ✅ Required | ✅ Required | | Customer name and address | ❌ Optional | ✅ Required | | Quantity of goods/services | ❌ Optional | ✅ Required | | GST-exclusive price | ❌ Optional | ✅ Required |

Record-Keeping Requirements

You must keep all tax invoices and records for 7 years from the end of the income year to which they relate — both invoices you issue and invoices you receive. Electronic records, including scanned paper invoices, are acceptable.

Common Invoicing Mistakes

Missing GST number — Your GST number must appear on every tax invoice.

Missing customer details on large invoices — For invoices over $1,000, the customer's full name and address are mandatory.

Non-sequential numbering — IR expects invoices to be numbered sequentially. Gaps may raise questions during an audit.

Using Accounting Software

Modern accounting software handles all NZ invoicing requirements automatically — correct format, sequential numbering, automatic GST, mandatory fields, and credit notes. Finsori generates compliant NZ tax invoices and stores records for the full 7-year retention period.

Frequently Asked Questions

Can I use my own invoice template? Yes, as long as it contains all mandatory fields. Custom-branded templates from accounting software work well.

What if I make a mistake on an invoice? Issue a credit note to cancel the original, then issue a new correct invoice. Don't edit and resend the same document.

Do I need to include GST if I'm not registered? No. If you're not GST-registered, you cannot charge or show GST on invoices.

Can I invoice in foreign currency? Yes, but you must also show the NZD equivalent on the invoice for GST purposes.

How long do customers have to pay? Payment terms are your commercial decision. Standard NZ terms are 20th of the following month, but 7, 14, or 30 days are also common.

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Also see: How to File a GST Return in NZ · NZ Company Tax Return Guide