Invoice format: free template and key details to include

Published Tuesday 21 April 2026

Table of contents

• Basic invoice format
• Use a free invoice template
• Types of invoice formats
• Keep your invoices simple (and short)
• File formats for invoices
• Bonus tips to avoid payment delays
• Get started with professional invoicing
• FAQs on invoice formatting

Key takeaways

• Include all seven key elements in your invoice — your business details, customer details, invoice number and date, itemised description of goods or services, total amount owed, customer reference number, and clear payment instructions — so customers can verify charges and pay without delays.
• Use a tax invoice format (labelled "Tax invoice") if you're registered for GST, as it must include your ABN and the GST amount for each item; always include your ABN on every invoice to avoid customers withholding 47% of your payment.
• Send invoices as PDFs or use online invoicing software rather than Word or Excel files, as non-editable formats prevent tampering, look more professional, and can reduce processing costs from up to $30 per invoice to less than $10.
• Keep invoices to one page wherever possible, with summary totals and payment details on the first page, so customer accounting systems can process them faster and reduce the chance of delayed payments.

Basic invoice format

A basic invoice format is a standard layout that includes seven elements arranged in order. These components help your customer understand what they owe and how to pay.

Your customer should see them from top to bottom:

1. Your details

Your business details must include:

• Business name: your registered trading name
• Contact information: phone number, email address, and physical address
• Australian Business Number (ABN): a unique 11-digit identifier required for all businesses
• Goods and services tax (GST) registration number: your registration number if you're registered for GST

Learn more about ABN requirements on the Australian Taxation Office (ATO) website.

1. Their details

Include the name and address of the person or organisation you're billing. For tax invoices of $1,000 or more, the ATO requires you to also show the buyer's identity or ABN.

1. Invoice number and date

A clear invoice number and date helps customers locate your invoice quickly and helps their accounting systems process it faster. Make both prominent and easy to find at the top of your invoice.

1. Description of goods or services

Itemising each product or service helps your customer verify charges and reduces payment disputes. Include these details for each line:

• Description: specific details of goods or services provided
• Quantity: number of units or hours
• Unit price: cost per item or hourly rate
• Line total: quantity multiplied by unit price

1. What the customer owes

Display the total amount prominently because customers look for this first. Calculate your total using these components:

• Subtotal: sum of all line items
• Discounts: any reductions applied
• GST: 10% if you're GST registered
• Final total: the amount due, displayed in bold

You can show the GST amount separately or include a statement that the total price includes GST if it equals exactly 1/11 of the total.

1. Customer reference

Including your customer's reference or purchase order number helps them approve payment faster. Many businesses require this number to match invoices against their internal records before releasing payment.

1. How to pay

State the payment due date clearly and provide specific instructions for how to pay. Common payment options to include:

• Bank transfer: BSB, account number, and account name
• Credit card: payment link or portal details
• Online payment: direct link to your payment page

Use a free invoice template

Invoice templates provide pre-formatted layouts with all required fields included, so you don't have to guess and your invoices look professional every time. Download a free invoice template to get started.

You can also set up templates for specific types of jobs or for certain customers, with many details already filled out.

Types of invoice formats

Invoice formats fall into two main categories: basic invoices and tax invoices. The format you use depends on whether you're registered for GST. Knowing the difference helps you stay compliant with ATO requirements.

Basic invoice

A basic invoice is for businesses not registered for GST, meaning you must issue standard invoices rather than tax invoices. It includes your business name, the customer's name, a description of goods or services, and the total amount due.

You don't need to show GST amounts or include your ABN (though including your ABN is still good practice).

Tax invoice

A tax invoice is required if you're registered for GST. It includes everything on a basic invoice, plus your ABN and the GST amount for each item. Label the document 'Tax invoice' clearly at the top.

When a customer requests a tax invoice, you must provide it within 28 days for any sale over $82.50 (including GST).

Keep your invoices simple (and short)

Single-page invoices process faster through customer accounting systems and reduce the chance of delayed payments. Keep your invoices to one page whenever possible.

For invoices that exceed one page:

• Include summary totals and payment information on page one
• Provide detailed line items and supporting documentation on additional pages
• Use page numbering in "Page 1 of 3" format for clarity

File formats for invoices

Choosing the right file format protects your business and helps your customer process invoices quickly. Non-editable formats look more professional and prevent tampering.

• Word and Excel: easy to create but can be altered and may look less professional
• PDF: maintains formatting across devices and is difficult to change, making it more secure
• Online invoicing software: the most secure option, creating professional invoices you can track

E-invoicing also saves money, with the ATO calculating that up to A$28 billion can be saved over 10 years by using e-invoicing systems. The ATO notes that paper and PDF invoices cost $27–$30 to process, while e-invoicing can reduce this to less than $10 per invoice.

Bonus tips to avoid payment delays

Small formatting choices can make a big difference to how quickly customers pay your invoices. Here are practical tips to speed up payment:

• Provide clear payment instructions: include steps for bank transfer, credit card, or online payment
• Use invoice numbers in file names: add the number to your filename and email subject for easy tracking
• Send as PDF or use online invoicing: prevent tampering and ensure consistent formatting across devices

Get started with professional invoicing

Getting your invoice format right is the first step to getting paid faster. When you're ready to save time, invoicing software can automate the entire process.

With Xero, you can create professional invoices, track payments, and send automatic reminders without the manual work. Get one month free to see how much time you can save.

FAQs on invoice formatting

Here are answers to common invoicing questions about invoice formatting in Australia.

Do I need a separate invoice for each item or can I combine multiple services?

You can combine multiple items or services on a single invoice. List each item as a separate line with its own description, quantity, and price. This is standard practice and makes it easier for your customer to see the full breakdown in one document.

Can I handwrite an invoice or does it need to be typed?

Handwritten invoices are legally valid in Australia, provided they include all required information. However, typed or digital invoices look more professional and are easier to read, store, and track.

Most businesses use templates or invoice generators for consistency.

What happens if I forget to include my ABN on an invoice?

If you don't include your ABN, the business paying you may be required to withhold 47% of the total payment for tax purposes. This is called "no ABN withholding." Always include your ABN to avoid this and ensure you receive the full payment amount.

How long should I keep copies of my invoices?

You need to keep most records, including copies of your invoices, for at least five years. The ATO requires you to retain records that explain all transactions, including invoices you've issued and received. Digital copies stored securely are acceptable.

Can I send invoices via text message or do they need to be emailed?

You can send invoices through any method your customer accepts, including text message, email, or post. Email and online invoicing are most common because they're easy to track and store. Whatever method you choose, keep a copy for your records.