Tips for using a sole trader invoice template in Australia

As unfair as it may seem, the quality of your paperwork can have an impact on how your business is perceived by customers. Scruffy quotes and correspondence for example, could be considered a warning sign of scruffy workmanship to come. Therefore, it pays to make sure your invoicing is giving the right impression too.

 

Why do I need a good sole trader invoice template?

Some notable innovations have started life written on a napkin, including (according to legend) the structure of Oprah’s media empire, the font for all credit card numbers, and the script for the movie ‘A few good men’. But that doesn’t mean your business can get away with casual paperwork that looks like it’s been written on the back of a napkin.

 

As a sole trader, you are your business, and everything associated with your business is a reflection on you – and the way you operate. An amateur-looking business card makes your business look amateur too, however professional it really is. And the same goes for all your stationery – including your invoices.

 

That’s one reason not to compromise on your invoice template design.

What’s the best way to create an invoice as a sole trader?

You can employ a designer or print shop to create a suite of stationery for you, including a business card, with compliments slip and letterhead – and the letterhead can be the starting point for an invoice. But your invoices still need to feature all the information required by the Australian Tax Office (ATO), so you may be better off using an ‘off the shelf’ invoice template.

 

Invoice templates are readily available online in common formats such as Word and Excel. But if you go this route, make sure you are using an invoice template designed for Australia, as the required fields vary from country to country.

What information should be on a sole trader invoice template?

Check that the Australian invoice template you’re considering has the following details and fields:

 

• The words ‘Tax invoice’ (or similar) if you are charging GST
• Space for your business and/or trading name 
• A table to add the quantity and description of the goods or services provided 
• Your Australian business number (ABN)
• The date the invoice was issued
• The GST amount(s) either for each line item or as a whole.

 

If your invoice is for a total of less than $1,000 and all items on it are subject to 10% GST, you can include the tax as a single amount and use words such as ‘Total price includes GST’.

 

If the invoice is for more than $1,000, you should include the GST amount beside each item.

 

If you’re just starting up a business and are not sure if you need to register for GST, our Business basics for sole traders article may help.

What else should be on my invoices?

To help you get paid as fast as possible, some tips are to:

 

• Offer a choice of payment methods to make paying you as easy as possible 
• Use the most appropriate contact name on the invoice (and envelope)
• Add a contact number and/or email address for immediate queries
• Include the date payment should be made by.

What about online invoicing?

Doing your invoicing online has many potential advantages. Depending on the online invoicing system or accounting software you use, you could benefit in all these ways:

 

• Save money on paper, printing and postage
• Save time manually creating and sending invoices
• Avoid repetitive typing of customer and product/service details
• Send your invoices immediately from a mobile device 
• Connect your invoicing to your business bank account
• Get help with invoice reconciliation
• Send automatic payment reminders
• Simplify tax time with everything in one place.

Is an invoice the same as a receipt?

No, these are two separate documents. An invoice is a request for payment and must follow ATO guidelines. A receipt is a confirmation that payment has been made – and there is no mandatory format you have to follow.

 

You can turn an invoice into a receipt simply by marking it as paid and providing a payment date. And sending a receipt (or remittance advice) is a great opportunity to say a simple ‘thank you for your payment’, which may help secure prompt payments in the future, as well as ongoing business.