How to Create an NZ Invoice Step-by-Step Guide for 2025

Everything you need to create an IRD-compliant New Zealand invoice in 2025—fast. Learn each step, what to include, and common mistakes to avoid. See a live invoice preview and start creating professional invoices instantly.

Create Your Invoice Online

Why Correct Invoicing Matters

A proper invoice is more than a payment request. It’s your legal proof of sale, keeps you compliant with IRD, and speeds up payment from clients. Professional, clear invoices help avoid disputes and make your business look credible.

NZ Invoice Requirements for 2025

Your business or trading name
Address & contact details
NZBN (if you have one)
Unique, sequential invoice number
Date of issue
Customer name & contact
Itemized goods/services with description, qty, rate
GST (if registered): GST number, subtotal, GST, total
Payment terms and your bank account/payment link

See IRD’s GST invoice requirements

How to Create an NZ Invoice: Step-by-Step

Enter Your Business Details
Add your name/trading name, address, contact, and NZBN if you have one.
Add the Customer’s Information
Name, address, and email/phone for your client.
Assign an Invoice Number & Date
Use a unique, sequential number (e.g. INV-1025). Add today’s date.
Describe Goods/Services Provided
List each item/service, quantity, and price.
Add GST Details (if registered)
State your GST number, break out GST amount, subtotal, and total.
Set Payment Terms & Methods
E.g. “Due within 7 days”, and your bank account or payment link.
Double-Check & Send
Make sure all info is correct. Send as PDF or via an online platform like Ledgr.

Sample NZ Invoice Preview

LEDGR

[email protected]

12 Example Rd, Auckland

GST #: 132-456-789 NZBN: 9429041234567

Invoice #1057 Reference: Web2025

Bill To:

Kiwi Services Ltd

45 Main Rd, Hamilton

021 888 4321

Date: 26/05/2025

Due: 09/06/2025

Item

Qty × Rate

Total

Consulting (4 hrs)

4 × $100.00

$400.00

Travel

1 × $55.00

$55.00

Subtotal$455.00

GST (15%)$68.25

Total$523.25

Bank: ASB

Account Name: Ledgr NZ

Account Number: 12-3456-0012345-00

If you have any questions regarding this invoice, contact [email protected].

Ledgr creates invoices like this for you automatically, IRD-compliant and ready to send or print!

Common NZ Invoicing Mistakes (2025)

Leaving out GST info (if registered)
Using duplicate or random invoice numbers
Vague item descriptions
No payment terms stated
Missing customer or business contact info
Not keeping records (IRD requires 7 years retention)

Ledgr vs Manual Invoice Creation

	Ledgr (Online)	Manual Template
Auto GST & totals	✔	✘
Tracks overdue/unpaid	✔	✘
Client database	✔	✘
Branded & professional look	✔	✘
Real-time access (any device)	✔	✘
Secure cloud backup	✔	✘
One-click "mark as paid"	✔	✘
IRD compliance built-in	✔	✘

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Frequently Asked Questions

Do I need to charge GST on my invoices?

Only if your business is GST-registered. If not, don’t show GST or a GST number.

Can I send invoices as PDFs?

Yes! Emailing PDFs or using Ledgr to send invoices is IRD-compliant and fast.

How long do I keep invoice records?

IRD requires you to keep invoices and related records for 7 years (digital is fine).

What if my customer is overseas?

List their details; GST may not apply to exports. See IRD for rules or ask your accountant.