Free Invoice Template for Australia (Plus What to Include)
A free, copy-ready invoice template for Australian sole traders: every required field, a worked example, the tax invoice vs regular invoice rules, and getting paid.
By Timothy Hirou GaschereauPublished 9 min read
You do not need expensive software to send a professional, ATO-compliant invoice: a simple template with the right fields does the job. The one thing you must get right is which kind of invoice you are sending, because a regular invoice and a tax invoice are not the same document.
Here is a free, copy-ready template, every required field explained, and a worked example you can adapt today.
🎯 The essential: If you are not registered for GST, issue a plain "Invoice", charge no GST, and note "No GST charged". If you are registered, issue a "Tax invoice" with GST shown separately, because your buyer needs it to claim their GST credit. Every invoice needs your name and ABN, an invoice number, the date, a clear description with quantity and price, and the total. For invoices of $1,000 or more, add the buyer's name and ABN. Always include your ABN, or the payer must withhold 47%. Keep copies for five years.
Regular invoice vs tax invoice: which do you issue?
This is the single most important distinction in Australian invoicing, and it depends entirely on your GST registration:
Get this wrong (for example issuing a "Tax invoice" when you are not registered, or leaving GST off when you are) and your client's accountant will come back to you, because they cannot claim their input tax credit without a valid tax invoice. If you are still deciding whether to register, our BAS guide covers what registration involves.
What every Australian invoice must include
| Field | Regular invoice | Tax invoice |
|---|---|---|
| The words "Tax invoice" | No | Required, prominently |
| Your name and ABN | Required | Required |
| Buyer's name + ABN ($1,000+) | Required | Required |
| Invoice number and date | Required | Required |
| Description, quantity, unit price | Required | Required |
| GST shown separately | No ('No GST charged') | Required |
| Total, terms, payment details | Required / best practice | Required / best practice |
The template (copy and adapt)
Here is a worked example for a GST-registered sole trader. Copy it into Word, Google Docs or your software and swap in your details:
TAX INVOICE
Priya Sharma Consulting
ABN: 12 345 678 901
priya@example.com.au · 0400 000 000
BILL TO:
Acme Pty Ltd · ABN: 98 765 432 109
Invoice number: INV-042
Issue date: 15 July 2026
Due date: 29 July 2026
------------------------------------------
DESCRIPTION QTY AMOUNT
------------------------------------------
Social media strategy,
July 2026 1 $500.00
Copywriting, 3 blog posts,
July 2026 (3 x $150) 3 $450.00
------------------------------------------
Subtotal (ex GST) $950.00
GST (10%) $95.00
------------------------------------------
TOTAL PAYABLE $1,045.00
------------------------------------------
PAYMENT DETAILS
BSB 062-000 · Account 12345678
Account name: Priya Sharma
PayID: priya@example.com.au
Payment due 29 July 2026. Thank you.Not registered for GST? Remove the "Tax invoice" heading (use "Invoice"), delete the GST line, set the total to the ex-GST amount ($950), and add "No GST charged, not registered for GST". For the full field-by-field walk-through, see how to invoice as a sole trader.
The no-ABN 47% withholding rule
If you leave your ABN off an invoice, the payer is legally required to withhold 47% of the payment (for payments over $75 excluding GST) and send it to the ATO. On a $1,000 invoice that is $470 gone before it hits your account. Always include your ABN. If you do not have one yet, it is free to apply, and if yours lapsed see reactivating a cancelled ABN.
Getting paid faster
- Write the actual due date ("Due: 29 July 2026"), not just "30 days", which is easy to ignore.
- Offer easy payment: BSB and account number, PayID, or a card link. Fewer steps means faster payment.
- Send it the day you finish the work. Every day you wait adds a day to the timeline.
- Follow up before the due date with a friendly reminder; most late payments are just forgotten.
- Use a clean, professional layout. A cluttered invoice gets questioned; a clear one gets paid.
Free tools and record-keeping
You can create a compliant invoice free in Word or Google Docs (built-in templates), or Canva for a polished look; export as a PDF before sending. Once you invoice regularly, Australian accounting software like Rounded, Xero or MYOB auto-numbers invoices, calculates GST and stores records, which saves real time at BAS and tax time. Whatever you use, keep copies of every invoice for at least five years, because the ATO can audit that far back. Tie this into the wider picture with our sole trader tax guide.
Frequently asked questions
What is the difference between an invoice and a tax invoice in Australia?
+
A regular invoice is issued by businesses not registered for GST: it has no GST and must not say 'Tax invoice'. A tax invoice is issued by GST-registered businesses and must show the words 'Tax invoice' prominently, display GST as a separate amount, and meet the ATO's requirements. Your buyer needs a valid tax invoice to claim a GST input tax credit.
Do I include GST if I am not registered for GST?
+
No. If you are not registered you do not charge GST and do not include a GST line, and you must not use the words 'Tax invoice'. Add a note such as 'No GST charged, not registered for GST' so the buyer understands why there is no GST.
What happens if I forget to include my ABN on an invoice?
+
The payer is legally required to withhold 47% of the payment and send it to the ATO under the no-ABN withholding rule, so you receive only 53 cents in the dollar. You can reclaim it at tax time, but it is a real cash-flow problem. Always include your ABN.
Do I need the buyer's ABN on every invoice?
+
No, only on invoices of $1,000 or more, where you include the buyer's name and their ABN if they have one (note 'ABN not provided' if they do not). For invoices under $1,000 the buyer's details are not required, though including a name is still good practice.
Can I use a Word or Google Docs template?
+
Yes. A Word, Google Docs or Canva template is perfectly valid as long as it includes all the required fields (business name, ABN, invoice number, date, description, GST if applicable, and total). The ATO does not require specific software, though accounting software like Rounded or Xero reduces errors once you invoice regularly.
How long do I keep copies of invoices?
+
At least 5 years under Australian tax law, for both the invoices you issue and the tax invoices you receive. Digital copies are fine, and the period generally starts from when you prepared the record or completed the transaction. The ATO can audit up to 5 years back in normal circumstances.
What makes a valid tax invoice for GST?
+
It must include the words 'Tax invoice' prominently, your business name and ABN, the issue date, a description of the goods or services, the quantity and price, and the GST amount (as a separate line or a statement that the total includes GST). For invoices of $1,000 or more it must also include the buyer's name and ABN. Missing any of these and the buyer cannot claim their input tax credit.
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Sources
General information only, not financial, tax or legal advice. It does not take your circumstances into account. Invoicing and GST rules can change, so verify current requirements with the ATO or a registered tax agent.
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General information only. This article is educational and does not constitute personal financial advice. It does not account for your circumstances. Consider your own situation and seek advice from a licensed adviser before acting. Read our full disclaimer.
Timothy Hirou Gaschereau
Founder of Snowball Invest, not a financial adviser.
I write about what I'm learning myself, because nobody ever taught us how to take control of our own money. It's a skill, not a mystery, and it's never too late to learn it. The best day to start was yesterday, the second best is today.
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