Invoicing Best Practice – Southern Tablelands Arts

STA Creative Invoicing – A best practice guide

Southern Tablelands Arts is committed to supporting artists, creative professionals and organisations to produce high level invoices.

This page includes everything you need to know about how invoices should be presented, for good practice, ease of processing and comply with the rules of the Australian Taxation Office.

If you are using a software provider such as Xero, MYOB or QBO, it is likely that your invoices already have all the required features.

If you create your own invoices, please follow the guidelines outlined below. We’ve even included FREE downloadable templates you can customise and use.

The type of invoice you provide is determined by whether you are registered for GST or not.

TAX INVOICE
GST Registered (you charge GST) – DOWNLOAD A TAX INVOICE TEMPLATE

If you are registered for GST you must provide a Tax Invoice. The requirements of a tax invoice as explained on the business.gov.au website are listed below.

For STA to pay your tax invoice it must include the following information to be valid. (depending on the total price of the tax invoice and how you sell your products or services, there may be more requirements).

the words ‘Tax invoice’ – preferably at the top
your identity as the seller, such as your business name or trading name and contact details
your Australian business number (ABN)
the date you issued the invoice
a brief list of the items sold, including quantity and price
the GST amount payable (if any). You should display the GST amount for each item separately, or, if the GST amount is exactly one-eleventh of the total price, you can use a statement such as ‘Total price includes GST’
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.
Payment Information:
- Account Name
- BSB and Account Number

Note, if you are registered for GST you must charge GST on your transactions.

INVOICE
Not Registered for GST (you do not charge GST) –DOWNLOAD AN INVOICE TEMPLATE

If you are not registered for GST you must provide a Invoice.

For STA to pay your invoice it must contain the following: (depending on the total price of the invoice and how you sell your products or services, there may be more requirements).

the word ‘Invoice’ – preferably at the top
your identity as the seller, such as your business name or trading name and contact details.
your Australian business number (ABN)
the date you issued the invoice
a brief list of the items sold, including quantity and price
the statement NOT REGISTERED FOR GST
Payment Information:
- Account Name
- BSB and Account Number

Note, if you are not registered for GST you cannot charge GST on your transaction.

I don’t have an ABN…
Consider applying for one at the Australian Business Register. Easy and free.

If you do not have an ABN we are required to withhold tax from the payment unless you supply a Statement By A Supplier For Not Quoting an ABN form. This form can be downloaded from the ATO website. Please make sure you satisfy the conditions to be able to provide this form.

If an ABN is not quoted in an invoice and the total payment is more than $75 (excluding GST), the party paying the invoice is legally required to withhold 47% of the invoice amount (the no-ABN withholding rule).

Invoice Items

Please make sure your invoice gives a brief explanation of the good or services you have provided. This should include the date of the supply if that is relevant. If you are working on a particular project, please make sure that the invoice includes the project details.

Payment Detail

Please make sure your invoice includes payment details so that we can electronically pay you. This includes the account name, BSB and account number.

PDF versus Word Document

It is best practice, if possible, to save your invoice in PDF version as opposed to a Word or Excel document. Word / Excel document can be easily altered, whereas a PDF is more secure. While a PDF is not mandatory it does make is easier for us to process and store.

This information is provided as a service to STA Members and is intended as a guide only for consideration in developing professional invoices.

Huge thanks to the Joanne McCauley, STA Treasurer and Certified Accountant for putting this information together.

[email protected]
0405 339 838
Or by appointment at one of our
Mobile Office locations

PO Box 1323 Goulburn 2580
ABN 67 208 214 681

We acknowledge Aboriginal people as the traditional custodians of the lands where we create, live & work.