How to invoice as a
freelance writer in New Zealand

Invoicing is one of those things most freelance writers learn by doing — usually after making a mistake or two along the way. A client who can't claim their GST back because your invoice was wrong. An overdue payment that dragged on for months because your terms weren't clear. An end-of-year scramble because your records were too patchy to make sense of.

None of that has to happen. Getting invoicing right from the start is one of the most practical things you can do for your writing business — and once you understand the basics, it's genuinely straightforward.

The legal requirements — what must be on a NZ invoice

In New Zealand, there are legal requirements around what a tax invoice must contain. These aren't suggestions — they're what makes your invoice valid for the recipient's GST claim and what protects you as the issuer.

If you are GST-registered and your invoice is for more than $50 (excluding GST), it must include:

• The words "Tax Invoice" — these exact words, clearly visible at the top
• Your name or business name
• Your GST registration number
• The date of the invoice
• A description of what you've provided
• The amount charged — with the GST component shown separately
• The total amount including GST

If you are not GST-registered, your invoice must not say "Tax Invoice" and must not include a GST line or number. A clean invoice with your name, the date, a description of the work, and the amount is perfectly valid. Don't pretend to be registered when you're not — it creates problems for both you and your client.

What else should every invoice include

Beyond the legal minimums, a professional invoice includes details that make it easy for clients to pay you promptly.

• A unique invoice number. Sequential numbering — INV-2026-001, INV-2026-002 — is standard practice and keeps your records clean. Never reuse a number.
• Your contact details. Name, email, phone. Your client needs to reach you if there's a query.
• The client's details. Name or business name and address, so the invoice is traceable through their accounts system.
• A specific due date. "Payment due 20 May 2026" is clearer than "20th of following month." A specific date is harder to ignore.
• Your bank account details. Account name, bank, account number, and reference. Make it as easy as possible for the client to pay without needing to contact you.
• A specific description of the work. "Feature article: 'The state of NZ publishing,' Coastal Magazine, 1,200 words, March 2026 issue" is far better than "Writing services." It's traceable, professional, and leaves no ambiguity.

When to send the invoice

The moment the work is delivered or published — whichever triggers payment under your agreement. Not at the end of the month. Not "sometime next week." The day the piece is filed.

Research consistently shows that the faster an invoice is sent after delivery, the faster it gets paid. The work is fresh in the client's mind, your email is in their inbox at the right moment, and you signal without saying a word that you take the financial side of your business seriously.

Writers who batch invoices at the end of the month often wait far longer. The client receives the invoice weeks after the work was done, when urgency has faded. Don't let that happen.

Payment terms — what actually works

The most common options in the NZ market:

• 20th of the following month. The standard for many NZ magazine and publishing clients. Well understood and most publishing accounts departments run on it.
• 14 days from invoice date. More common with corporate content clients. Clear, specific, and generally respected.
• On publication. Sometimes offered by magazines. Be cautious — publication dates slip, and "on publication" can mean waiting a long time.
• On acceptance. Payment triggered when the editor accepts the piece. Better than on publication where you can negotiate it.

My preference is a specific number of days from invoice date. It's unambiguous, measurable, and makes following up overdue invoices straightforward — there's no debate about when the clock started.

What to do when an invoice isn't paid

Late payment is a normal part of freelance life. Publishing accounts departments are often under-resourced, invoices get buried, and approval chains move slowly. It doesn't mean the client is dishonest — but it does mean you need a follow-up process.

A friendly reminder email on the due date if payment hasn't arrived. A slightly more direct email a week later. A phone call if it goes beyond two weeks. Most late payments resolve at the first reminder. The key is not to let it slide — writers who don't follow up on late invoices train their clients that prompt payment isn't required.

Invoicing Australian clients

If you're a NZ-based writer working for Australian clients, a few things matter. First: if you're GST-registered in NZ, you generally don't charge NZ GST on services to Australian clients. The invoice is zero-rated. Second: agree on currency upfront — NZD and AUD are not the same, and the assumption that they're "close enough" has cost writers real money. Third: consider Wise for cross-border payments. It's significantly cheaper for both parties than traditional bank transfers, and most Australian business clients are comfortable with it.