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Invoice Form
I need an invoice form that includes fields for itemized billing, GST calculation, and payment terms. It should also have sections for client and supplier details, and be formatted for both digital and print use.
What is an Invoice Form?
An Invoice Form helps businesses and freelancers get paid by clearly showing what goods or services they've provided and how much payment they're owed. In New Zealand, these forms must include specific details like GST numbers, payment terms, and the seller's trading name to comply with tax laws and the Fair Trading Act.
Beyond meeting legal requirements, a well-designed invoice form creates a paper trail for both parties, speeds up payment processing, and helps with record-keeping. Most Kiwi businesses use digital invoice templates that automatically calculate GST and sync with their accounting software, making tax time much simpler.
When should you use an Invoice Form?
Use an Invoice Form immediately after providing goods or services to your customers in New Zealand. This includes completing a job, delivering products, or finishing a contracted service period. For regular clients, many Kiwi businesses send Invoice Forms at set intervals - weekly, fortnightly, or monthly.
Professional service providers need to issue Invoice Forms promptly to maintain healthy cash flow and meet GST reporting obligations. Small businesses and contractors often time their invoicing around major project milestones or delivery dates. Creating an Invoice Form right after job completion helps avoid payment delays and keeps your records accurate for tax purposes.
What are the different types of Invoice Form?
- Proforma Invoice Form: Used before actual delivery to show estimated costs and terms, common in international trade
- Deposit Invoice: Requests partial upfront payment, typically for large orders or custom work
- Service Invoice Form: Tailored for billing professional services, with detailed time or project breakdowns
- Business Invoice Book: Sequential invoicing system for regular transactions, with duplicate copies for records
- Overdue Payment Letter: Follows up on unpaid invoices, includes payment history and late fees
Who should typically use an Invoice Form?
- Small Business Owners: Generate and send Invoice Forms to customers, track payments, and maintain GST records
- Freelancers and Contractors: Create detailed Invoice Forms for project work, hourly services, or milestone completions
- Accountants: Review and process Invoice Forms for clients, ensure compliance with tax requirements
- Bookkeepers: Enter Invoice Forms into accounting systems, reconcile payments, chase overdue accounts
- Corporate Finance Teams: Handle high-volume invoicing, manage payment terms, integrate with ERP systems
- Customers: Receive, process, and pay Invoice Forms according to stated payment terms
How do you write an Invoice Form?
- Business Details: Gather your company name, trading name, GST number, contact details, and bank account information
- Customer Information: Collect client's legal name, billing address, and any specific reference numbers they require
- Service Details: List all items or services provided, with clear descriptions, quantities, and unit prices
- Payment Terms: Decide on payment deadline, accepted payment methods, and any early payment discounts
- GST Calculations: Accurately separate GST amounts from base prices for proper tax reporting
- Invoice Numbering: Create a unique, sequential invoice number for easy tracking and reference
What should be included in an Invoice Form?
- Business Identifiers: Legal business name, GST number, physical address, and contact details
- Invoice Essentials: Unique invoice number, issue date, and payment due date clearly displayed
- Item Description: Detailed breakdown of goods or services, quantities, and unit prices as per Fair Trading Act
- GST Component: Separate GST amount and total price for each item under GST Act requirements
- Payment Terms: Clear payment deadline, accepted methods, and any late payment penalties
- Bank Details: Complete banking information for electronic transfers
- Trading Terms: Any specific conditions or references to master agreements
What's the difference between an Invoice Form and a Commercial Invoice?
Invoice Forms and Commercial Invoice forms serve different purposes in New Zealand business transactions. While both document sales, their requirements and uses differ significantly.
- Legal Requirements: Invoice Forms focus on domestic GST compliance and local tax regulations, while Commercial Invoices meet international trade and customs requirements
- Information Detail: Commercial Invoices require additional details like country of origin, export codes, and shipping terms that aren't needed on standard Invoice Forms
- Usage Context: Invoice Forms handle everyday domestic transactions, while Commercial Invoices specifically support international trade and customs clearance
- Document Value: Commercial Invoices serve as legal declarations for customs purposes, while Invoice Forms primarily function as payment requests and tax records
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