Painting Invoice Template for NZ Contractors

A complete NZ painting invoice includes:

• Your business details — Business name, address, phone, email, and IRD/GST number.
• Invoice number — Sequential numbering (INV-001, INV-002, etc.). Required for tax records and easy reference.
• Date — Invoice date and due date.
• Client details — Client name, address, and the job site address (if different).
• Description of work — What was painted, how many coats, paint used, and preparation completed. Reference the scope of works if one was provided.
• Line items — Break down the charges: labour, materials, and any extras or variations.
• Subtotal, GST, and total — Clear calculation showing the amount before GST, GST amount, and total due.
• Payment details — Bank account number, payment methods accepted, and any late payment terms.

If your painting business is GST-registered (required when turnover exceeds $60,000/year), your invoices must meet specific IRD requirements:

• Tax invoice (over $50) — Must show: your name, GST number, date, description of goods/services, total amount including GST, and a statement that GST is included.
• GST calculation — Show the subtotal, GST (15%), and GST-inclusive total. Example: Subtotal $5,000 + GST $750 = Total $5,750.
• GST-inclusive pricing — You can quote and invoice GST-inclusive or GST-exclusive, but be consistent and clear. Most trade invoices show GST separately.
• Record keeping — Keep copies of all invoices for at least 7 years. Use accounting software (Xero, MYOB) to automate GST calculations and filing.

If you're approaching the $60,000 threshold, register for GST voluntarily — it looks more professional and lets you claim GST back on business purchases including paint, tools, and vehicle costs.

Set clear payment terms and stick to them:

• Residential work — 7–14 days from invoice date is standard. For larger jobs ($5,000+), consider a deposit of 30–50% before starting and the balance on completion.
• Commercial work — 20–30 days is standard for commercial clients and main contractors. Some large companies require 45–60 day terms — factor this into your cash flow planning.
• Progress payments — On jobs longer than 2 weeks, invoice fortnightly for work completed to date. Don't wait until the end of a 6-week job to invoice.
• Late payment clause — Include a late payment fee of 1.5–2% per month on overdue invoices. Even if you rarely enforce it, it encourages prompt payment.
• Payment methods — Bank transfer is standard in NZ. Some painters accept credit cards or payment apps — these cost 1.5–3% in processing fees.

Here's a simplified invoice for a residential interior repaint:

Use accounting software to generate invoices automatically. For help building accurate quotes that translate into clean invoices, see our quoting guide. For a full software solution, see our guide to invoicing software for tradies in NZ.