Freelancer & Tradie Invoicing in NZ The Ultimate Guide for 2025

Why Invoicing Matters for Freelancers & Tradies

Unlike big companies, freelancers and tradies have to handle their own billing—there’s no payroll, no admin team, and every dollar counts. Your invoices are not just how you get paid, but proof of income, a must for GST/IRD, and your main line of communication with clients. Simple, accurate invoices mean less hassle at tax time and fewer unpaid jobs.

What Every Freelance or Tradie Invoice Must Include (NZ Law)

• Your name or trading name (use your own name if not a registered business)
• Address and contact details (email, phone)
• NZBN (if you have one)
• Unique invoice number
• Invoice date
• Customer/client details
• Clear description of work/services or items
• Total amount (show GST separately if registered)
• GST number (only if you’re GST-registered)
• Payment terms and how to pay you (bank, online, etc.)

See the official IRD invoice checklist

Example: NZ Freelance & Tradie Invoice (Preview)

Every Ledgr invoice is IRD-compliant and ready for print, email, or PDF—no formatting required.

How to Create a Freelance or Tradie Invoice (Step by Step)

1. Add your details – Name, contact info, NZBN if you have one
2. Enter the client’s details – Name, business, email or address
3. Assign a unique invoice number & date
4. Describe what you did – List each service/task, quantity, and price
5. Include GST info – Only if GST registered (add GST number and amount)
6. Set payment terms – E.g. “Pay within 7 days”, include your bank details or preferred payment method
7. Double-check & send – Send as a PDF, or use Ledgr to email/send with one click

Ledgr automates the numbering, GST, and formatting for you—no spreadsheets or templates required.

GST & IRD: What Freelancers & Tradies Need to Know

• You only need to register for GST if your turnover is over $60,000/year (2025 threshold).
• If you’re not GST registered, don’t add GST or a GST number—just invoice the total.
• Always keep clear records of invoices for IRD (7 years required).
• Ledgr lets you toggle GST on/off and keeps everything compliant.

How to Get Paid Faster (and Fewer Late Payments)

• Always include clear payment terms (e.g. 7 days, 14 days).
• Send invoices as soon as work is done—don’t wait for “month end”.
• Chase late payments politely but quickly; use automated reminders if possible.
• With Ledgr, set payment reminders, track overdue invoices, and mark invoices as paid with one click.

Frequently Asked Questions