How to Create a Free Invoice in New Zealand
A simple guide to creating a free New Zealand invoice online, including GST options, invoice details, PDF saving, and record keeping.
Most free invoice generators come with a catch. You can start for free, but then you are asked to create an account, begin a trial, or pay to keep using the invoices you already made.
If all you need is a quick New Zealand invoice with your GST details, bank account, due date, and line items, you should not need to hand over your email address first.
The TaxPop invoice generator is built for that simple job. No account. No trial. No login. Fill it in, print it, or save it as a PDF.
What the TaxPop invoice generator does
The tool lets you create a professional NZ invoice directly in your browser. As you type, the invoice preview updates in real time. When it looks right, use your browser print dialog to print it or save it as a PDF.
You can add:
- your business name, contact details, address, and logo
- your GST number and NZBN, if you have them
- customer name, email, and address
- invoice number, invoice date, and due date
- line items with description, quantity, and rate
- GST treatment: no GST, add 15%, or prices include GST
- your NZ bank account number and payment notes
The GST calculation is automatic. If you add a $500 line item and choose "GST registered - add 15%", the tool calculates the subtotal, GST amount, and total due.
Nothing is saved to a TaxPop database. The trade-off is important: if you close the tab before saving or printing, the invoice is gone. Save a PDF copy for your own records.
What a New Zealand invoice should include
IRD does not require one single invoice layout, but a useful NZ invoice should clearly show the details needed for payment and tax records.
| Detail | Why it matters |
|---|---|
| Your business name and contact details | Shows who supplied the goods or services |
| Customer name and details | Shows who the invoice is for |
| Invoice number and date | Helps both sides track the invoice |
| Description of goods or services | Explains what was supplied |
| Quantity, rate, and total | Shows how the amount was calculated |
| GST treatment | Shows whether GST is included, added, or not charged |
| Due date and bank account | Helps the customer pay correctly |
| Payment reference note | Ask the customer to use the invoice number |
If you are GST registered and the supply is over $200, a GST-registered customer may request taxable supply information. IRD requires this to be provided within 28 days of the request, unless another date is agreed.
The TaxPop tool is designed to include the practical details most small NZ businesses need, including GST number, customer details, supply description, GST amount, and total due.
Who this is useful for
This is for people who need a clean invoice but do not need full accounting software yet.
It can suit:
- sole traders sending a few invoices a month
- contractors doing one-off jobs
- freelancers who want a cleaner invoice than a Word document
- small businesses that are not ready for Xero or MYOB
- anyone who wants a browser-based invoice without creating an account
If you send hundreds of invoices, need automatic reminders, track unpaid invoices, or reconcile bank payments, accounting software is probably a better fit. But if you need a professional invoice in the next five minutes, a simple generator is enough.
The GST part
GST is where many invoices go wrong.
If you are not GST registered, do not charge GST and do not show a GST number. In the TaxPop tool, choose "Not registered / no GST" and the GST line is removed.
You must register for GST if your taxable turnover was at least $60,000 in the last 12 months, or you expect it to be at least $60,000 in the next 12 months. You can also register voluntarily before that, but once you are registered you need to charge and file GST properly.
If you are GST registered, the tool gives you two common options:
| GST option | Use it when |
|---|---|
| Add 15% GST | Your prices are GST-exclusive and GST should be added on top |
| Prices include GST | Your quoted prices already include GST and the GST portion needs to be shown |
Example:
| Scenario | Amount |
|---|---|
| Service price before GST | $500 |
| GST at 15% | $75 |
| Total invoice | $575 |
If the customer has already agreed to pay $575 including GST, choose the GST-inclusive option. The tool will split the $575 into the GST-exclusive amount and GST portion.
You can also use the GST calculator to double-check GST-inclusive and GST-exclusive amounts.
How to save the invoice as a PDF
When the invoice is ready, click "Print or save PDF".
Most browsers open a print dialog. Choose "Save as PDF" as the destination instead of choosing a physical printer. Then save the PDF somewhere you can find it later.
Keep a copy of each invoice you issue. IRD says businesses must keep records of sales, purchases, invoices, and receipts for 7 years.
What the tool does not do
The TaxPop invoice generator is not accounting software. It does not:
- save invoices after you close the tab
- track whether customers have paid
- send payment reminders
- connect to your bank
- file GST returns
- store customer records for next time
That is intentional. It keeps the tool quick and private, but it also means you are responsible for saving the PDF and keeping your own records.
Try it
Create a free invoice here: TaxPop Invoice Generator NZ.
If you work for yourself, the self-employed tax calculator can also help estimate income tax, ACC, GST impact, and take-home income.
FAQs
Is the TaxPop invoice generator free?
Yes. It is free to use and does not require an account or email address.
Does TaxPop save my invoice?
No. The invoice is created in your browser. Save or print a PDF before closing the tab.
Can I use it if I am not GST registered?
Yes. Choose "Not registered / no GST" so the invoice does not add or show GST.
Can I add my GST number?
Yes. If you are GST registered, enter your GST number and choose whether prices are GST-exclusive or GST-inclusive.
Is this the same as accounting software?
No. It creates an invoice, but it does not track payments, send reminders, or file GST returns.
How long should I keep invoice records in NZ?
Keep business records, including invoices and receipts, for 7 years.
Bottom line
Use the invoice generator when you need a clean NZ invoice quickly and do not need full accounting software. Save the PDF before closing the tab, and keep a copy with your business records.
General information only - check IRD if your GST or invoicing situation is unusual.
Source: IRD taxable supply information. GST registration and record keeping rules were also checked against IRD.