Thread: how to raise an invoice

If you have MS office or Open office (its free to download) go into either word or XL in office (write or calc in open office) they all have templates that you can set up and / or customise to suite your needs, go from there.

I have created my own invoices in XL which has some nifty little advantages if your interested, just pm me and I can set it up for you.

The other alternative is to purchase Quick-books or one of the proprietary financial programs but they are expensive.

There are also a few cheap ones on the net as well. Talk to your accountant, they will know what will be the most suitable for you.

What do they call "proper". There are some rules around what an invoice must contain but it is pretty minimal, and you can handwrite it if you like.

Whenever I was contracting I had a template set up in Google sheets, create a copy then fill in all relevant details, then email the file.

As an aside:
There is software some ap departments use that automatically extracts info from an invoice so I'd suggest sensibly formatted computer generated files over hand written.

Sent from my MI 5s using Tapatalk

As it is for Council and they have a finance person ask exactly what they want to see. Anything else and you are just guessing. Just let them know that in the past you have successfully submitted invoice x and what additional information do they need on y. The reason for asking the finance person directly is Council may now want additional information, e.g. a job number, what color jocks you were wearing or the like which none of us here would know about.

If you have Acrobat select Forms -> Create New Form and click 'Select Template'. Pick the invoice style that suits.

From https://www.business.gov.au/info/run...ate-an-invoice

For sales of less than $1 000, the seven details are:

1. The words ‘Tax Invoice’ must be used – preferably at the top.
2. Your identity as the seller, such as your business name or trading name. Contact details are optional, but recommended.
3. Your ABN or ACN.
4. The date the tax invoice was created.
5. A brief description of the items sold, including quantity and price.
6. The GST amount (if any) payable. You can display GST for each item in a separate column, or within the total price. If you choose not to display it separately, use a statement such as ‘Total includes GST’ as this is needed for the next detail.
7. The extent to which each item sold includes GST. You’ll meet this requirement if you either:
   
   • show the GST amount for each item
   • clearly state that the total price includes GST.

Tax invoices for sales of $1 000 or more also need to show the buyers identity or ABN.

The words "Tax Invoice" are only required where GST is collected.

Yes I have an ABN, but because I do not collect GST my invoices are "Invoice" and have "No GST has been charged" on them.
If the business has an income greater than, I think, $ 75 000, then you must charge and collect GST.

Stinky is right...ask them what they mean by"proper".

It could be that they want to see a Purchase Order Number to match it to, or any combination of things...

But they will tell you.

Thanks for all the advice guys.
I think I'm sorted out now

If you are not collecting GST, you should submit a form with the invoice stating the reason. The form can be downloaded from the tax dept. web site. Many agencies like councils are unaware of this and may try to insist that you show GST. Point them to the tax Dept. website.

Before you decide you are sorted, contact the Council as Stinky said. I do a lot of work with Councils and each one has its own quirks. Some need PO numbers, some don't. Some what the contact person identified, some will want the contact person and the person who authorised the purchase and some will require your to fill in a supplier form before they will pay an invoice. Best to contact them and ask. It is very likely that they have a letter they send to potential suppliers that outlines everything they want.