How to Invoice as a Tradie — What Must Be on Every Tax Invoice

Getting paid is the most important part of running a trade business — and a lot of tradies leave money on the table with invoices that are incomplete, sent late, or so confusing that clients don't pay promptly. Here's what every tradie invoice must include and how to get paid faster.

What Every Tradie Invoice Must Include

Whether or not you're registered for GST, your invoice should contain:

• Your business name and ABN
• Your contact details — phone number or email
• The date of the invoice
• A unique invoice number — keeps your records organised and helps clients reference it when paying
• Client's name and address — or company name for business clients
• A clear description of the work done — be specific. "Labour and materials for bathroom renovation, 15–17 March" is better than "plumbing work"
• The amount charged, broken down into labour, materials and any other components
• Your payment details — BSB, account number, or PayID
• Payment terms — when you expect to be paid (7 days, 14 days, 30 days)

GST Invoice Requirements

If you're registered for GST, your invoice becomes a tax invoice and has additional requirements for invoices over $82.50 (including GST):

• The words "Tax Invoice" must appear prominently
• Your ABN
• The GST amount charged — either as a separate line or a statement that "the total includes $X of GST"
• For invoices over $1,000 including GST: the buyer's name and address is also required

Your clients need a proper tax invoice from you to claim the GST back on their own BAS. If your invoice isn't correct, they'll chase you to fix it — which delays payment.

When to Send Your Invoice

Invoice the moment the job is done. Not next week. Not when you get around to it. The same day, ideally before you've even packed up your tools. Every day between completing a job and sending the invoice is a day added to when you'll get paid.

For larger jobs, consider milestone invoicing — invoice for a percentage at certain stages (e.g. 30% on start, 40% at frame stage, 30% on completion). Never complete an entire large job before invoicing — you're essentially lending your client money interest-free.

How to Get Paid Faster

• Send invoices immediately — see above
• Use short payment terms — 7 days is reasonable for most residential work. 30 days is for large commercial jobs only
• Make paying easy — include a PayID, bank transfer details and if possible a "Pay Now" link through your invoicing software
• Send a reminder before the due date — a friendly message the day before payment is due catches people who forgot, without being confrontational
• Take payment on-site — for smaller jobs, bring a card reader and get paid before you leave

Best Invoicing Software for Tradies

Creating invoices in Word or sending photos of handwritten receipts is a nightmare to track and looks unprofessional. Good invoicing software creates professional invoices in seconds, tracks who's paid and who hasn't, and syncs with your accounting.

Rounded is the best value for sole trader tradies — invoicing, expense tracking and BAS prep for $15/month. ServiceM8 is excellent if you want job scheduling, quoting and invoicing all in one tradie-specific app.