How to Invoice as a Tradie: ATO Rules and Getting Paid Faster

Updated 8 July 2026

A tradie invoice in Australia needs to identify you (name and ABN), the date, what the work was, and the amount — and if you’re registered for GST, it must be a "tax invoice" showing the GST component. Get those right and the rest of invoicing is about one thing: making it fast enough that you actually send the invoice before you leave the job.

What the ATO requires on a tax invoice

If you're GST-registered, a tax invoice for a sale under $1,000 must show:

  • the words "Tax invoice" — ideally at the top
  • your identity (business or trading name) and ABN
  • the date of issue
  • a description of what was sold, including quantity and price
  • the GST amount — shown separately, or as "Total price includes GST" if GST is exactly one-eleventh of the total

For sales of $1,000 or more, add the buyer's identity or ABN. Not GST-registered? Then it's a regular invoice: same details minus the GST parts, and it must not say "tax invoice" or charge GST. Details on registration are in our BAS guide.

Line items that don't come back to bite you

  • Split labour and materials. "Labour: 6.5 hrs @ $95" plus itemised materials reads fairer and gets queried less than one lump sum.
  • Show the dates worked. "Second fix, 15–20 June" ties the bill to the job the client remembers — vague invoices get slow-paid.
  • Match the quote. If the invoice exceeds the quote, flag the variation before the invoice, not on it.
  • Number your invoices sequentially and never reuse a number — it matters for your records, your BAS, and any dispute.

Terms that get you paid

  • 7 or 14-day terms, written as an actual due date.
  • Deposits for materials-heavy jobs, progress payments on longer ones (mind your state's caps on domestic building deposits).
  • Make paying easy: BSB and account number right on the invoice; a payment reference so you can match it.
  • Send it same-day. The single biggest lever. An invoice sent from the driveway gets paid days earlier than one sent "when I get to the paperwork on Sunday".

The workflow, end to end

  1. Quote the job — itemised, so the invoice can mirror it.
  2. Track your hours against the job as you work.
  3. Invoice from your phone before you leave: hours become labour line items with the dates worked, materials come in from your logged expenses, GST is calculated automatically.
  4. Send the PDF, due date set, bank details on it.
  5. Chase politely and promptly when the due date passes.

This is exactly the loop TradieMate is built around — quotes that become invoices, hours and expenses that become line items, compliant tax invoice PDFs with your logo, and GST flowing straight through to your BAS report. See the invoicing screens in the tour, or compare TradieMate with other sole trader apps. Every invoice you send is also a record for tax time.

Frequently asked questions

Do I charge GST on my invoices?

Only if you’re registered for GST (compulsory from $75,000 turnover). If you’re registered, add 10% and issue "tax invoices". If you’re not, don’t charge GST and don’t call the document a tax invoice — charging GST while unregistered is a genuine legal problem, not a technicality.

What payment terms should a tradie use?

Short ones. 7 or 14 days is standard for trade work; "due on completion" is fine for small residential jobs. Long terms mostly benefit the payer. Put the due date as a date ("Due 22 July"), not just "Net 14" — people pay dates, not maths.

Can I ask for a deposit?

Yes, and for materials-heavy jobs you should — a deposit before ordering materials is normal. Note that some states cap deposits on domestic building work (for example, caps around 10% apply to larger residential jobs in several states), so check the rules for your state and trade.

What do I do when an invoice isn’t paid?

A polite reminder the day after the due date, a follow-up a week later, then a phone call. Most late payment is disorganisation, not refusal. For repeat offenders: deposits up front and progress payments. Keep every invoice and reminder — they matter if it ever goes to a tribunal or debt collection.

This guide is general information, not tax, legal or financial advice. Rules and rates change — check current details with the ATO or a registered tax agent before acting on it.