Free Tradie Invoice Template Australia (With ABN, GST, and Everything the ATO Requires)

Getting invoicing right matters more than most tradies realise. An invoice that's missing required information isn't just unprofessional — it can mean your client can't claim the GST back, which causes friction, delays payment, and erodes trust. And an invoice that isn't structured correctly can create problems at BAS and tax time.

This guide explains exactly what must appear on every tradie invoice in Australia, gives you a free invoice template you can use immediately, and covers the most common invoicing mistakes that slow down getting paid.

What Must Be on a Tradie Invoice?

The ATO has specific requirements for what must appear on a tax invoice. If you're registered for GST and charging GST on your work, every invoice over $82.50 (including GST) must be a tax invoice.

A valid Australian tax invoice must include:

1. The words "Tax Invoice" — clearly displayed at the top

2. Your business name — the name you're registered under (or trading as)

3. Your ABN (Australian Business Number)

4. The date the invoice was issued

5. A description of the goods or services — what work was done

6. The GST amount — either shown separately, or a statement that the total includes GST

7. The total amount payable

For invoices over $1,000 (including GST), you must also include:

8. The buyer's identity or ABN — the client's name and/or ABN

Free Tradie Invoice Template

Below is a plain-language invoice template you can copy into Word, Google Docs, or any document editor. Adapt the fields in [brackets] to match your business.

TAX INVOICE

From:

[Your Business Name]

ABN: [Your ABN]

[Your Address]

[Your Phone Number]

[Your Email Address]

To:

[Client Name or Business Name]

[Client ABN — required for invoices over $1,000]

[Client Address]

Invoice Number: [INV-001]

Invoice Date: [DD/MM/YYYY]

Due Date: [DD/MM/YYYY]

Subtotal (ex-GST): $[Amount]

GST (10%): $[Amount]

TOTAL PAYABLE: $[Amount]

Payment Details:

Bank: [Bank Name]

Account Name: [Your Business Name]

BSB: [BSB]

Account Number: [Account Number]

Reference: [Invoice Number]

Payment Terms: Payment due [7 / 14 / 30] days from invoice date.

For queries, contact [Your Name] on [Phone] or [Email].

Copy and adapt this template — you don't need to credit Tradie Money AU.

How to Number Your Invoices

Invoice numbers must be unique and sequential. The simplest approach:

• Start at INV-001 and go up from there
• Or use a date-based system: 2526-001 (financial year 2025–26, first invoice)

Your accounting software does this automatically. If you're using Word or Google Docs, track your last number somewhere (a simple spreadsheet is fine) so you don't accidentally repeat one.

Never reuse an invoice number. If you make a mistake on an invoice, issue a credit note against the original and then raise a new invoice — don't delete and reissue the same number.

Setting Your Payment Terms

Payment terms define when the money is due. Standard options:

7 days — recommended for most tradie work. Fast enough that most clients pay before the job fades from memory.

14 days — common for larger jobs or established client relationships.

30 days — standard in commercial and construction where head contractor payment cycles drive the timing. Fine if you can manage the cash flow, but 30 days means waiting a month for money you've already spent on materials and labour.

Due on receipt — appropriate for one-off small jobs, emergency callouts, and clients you don't know well.

A shorter payment term combined with a prompt follow-up process beats a longer term where invoices get forgotten. If you invoice with 30-day terms and never follow up, you'll often wait 45–60 days or more. With 7-day terms and an automated reminder, you get paid faster.

Should You Accept Deposits?

Yes — for most jobs over $1,000 or $2,000, charging a deposit is both sensible business practice and normal in the industry.

A typical structure:

• 30–50% deposit on quote acceptance (covers materials and confirms the booking)
• Balance on completion, or progress payments for longer jobs

If you use a deposit system, you'll typically issue two invoices:

1. A deposit invoice when the job is booked

2. A final invoice on completion for the remaining balance

Both need to comply with tax invoice requirements if you're GST-registered.

How to Send Invoices Efficiently

Invoice immediately on job completion. The fastest-paid tradies are the ones who send the invoice while still on site. Job management apps like ServiceM8, Tradify, and Fergus let you create and email an invoice directly from your phone the moment you complete the job. The client gets the invoice while the work is fresh, and there's no delay from forgetting to invoice at the end of the week.

Send to the right person. In commercial or construction work, invoices often need to go to accounts payable, not the person who arranged the job. Confirm the correct billing contact and email address before the job starts — not after.

Follow up automatically. Accounting software (Xero, MYOB, QuickBooks) can send automated payment reminders at set intervals — for example, a reminder 3 days before due, on the due date, and 7 days after if still unpaid. Automated reminders remove the awkwardness of chasing manually and dramatically reduce average debtor days.

Accept card payments on site. Tools like Square, Stripe, or payment links built into your job management software let clients pay by card the moment you hand them the invoice. Getting paid before you leave the site beats waiting 14 days for an EFT.

Common Invoicing Mistakes That Slow Down Payment

Missing the words "Tax Invoice." Without this, it's not technically a tax invoice and your GST-registered client can't claim their GST input credit. Some clients will ask you to reissue before they process payment.

No ABN. If you don't include your ABN, clients are legally required to withhold 47% of the payment under the no-ABN withholding rule. Include it on every invoice, every time.

Vague descriptions. "Labour — September" tells a client nothing. "Electrical rough-in, 14 Smith St Dandenong, 3 days × 8 hours" is clear, professional, and easier to approve quickly.

Wrong GST calculation. GST is calculated on the GST-exclusive amount (divide by 10). If your ex-GST total is $1,500, the GST is $150 and the total is $1,650. A common error is calculating GST on the total instead — if you charge $1,650 and then add 10%, you get $1,815, which is wrong.

No payment details. Many invoices don't include bank account details, forcing clients to ask — which adds delay. Always include BSB, account number, and account name on every invoice.

Not tracking what's been paid. If you're invoicing manually, keep a spreadsheet or folder tracking which invoices have been paid and which are outstanding. Letting invoices go unpaid because you didn't notice is a cash flow problem you create yourself.

Using Accounting Software Instead of a Template

The free template above is a good starting point, but accounting software handles invoicing better in almost every way:

• Auto-generates sequential invoice numbers
• Calculates GST automatically
• Emails invoices directly to clients from within the software
• Connects to your bank account to match payments automatically
• Sends automated payment reminders
• Shows you which invoices are unpaid and how overdue they are
• Feeds invoice data directly into your BAS and tax return

Xero starts at around $35/month. MYOB Lite is similar. For a tradie doing 10+ invoices a month, the time saved on admin and the reduction in unpaid invoices typically covers the cost many times over.

Even if you continue using the Word template for invoices, running the totals through accounting software for BAS purposes is worth doing.

What to Do When Invoices Don't Get Paid

Send a reminder immediately after the due date. Not after 30 days — immediately. A polite "Just a reminder that invoice INV-042 for $2,640 was due on [date] — let me know if you have any questions" sent the day after the due date gets faster responses than a strongly-worded letter three weeks later.

Follow up by phone if email gets no response. A 30-second phone call is more effective than a third reminder email.

Charge interest on overdue invoices (if stated in your terms). If your payment terms state that interest applies on overdue amounts (e.g., "1.5% per month on amounts outstanding more than 30 days"), you can enforce this. Few tradies actually charge interest, but including the clause in your terms signals that you take payment seriously.

For seriously overdue amounts, QCAT (Queensland), VCAT (Victoria), NCAT (NSW), and similar tribunals in each state handle small commercial disputes cheaply and don't require a lawyer. Amounts under the small claims threshold (varies by state, typically $20,000–$100,000) can be lodged online. The threat of tribunal action resolves many disputes before lodgement.

Use a debt collection agency for large persistent debtors. They charge a percentage of recovered amounts (typically 10–25%) but take the follow-up burden off you completely.

Keeping Invoice Records

The ATO requires you to keep records — including copies of all invoices issued — for five years after the relevant transaction. Digital copies are perfectly acceptable. Keep a copy of every invoice either in your accounting software or in a clearly organised folder (cloud storage like Google Drive or Dropbox works well).

If you're ever audited, you need to be able to produce any invoice on request. A solid filing system from day one avoids frantic searching years later.

Tradie Money AU provides practical guidance for Australian tradies. This template is provided for informational purposes — always confirm ATO requirements are current at ato.gov.au, as rules may change.