Free invoice templates for Australian freelancers and sole traders

Do I need to invoice as a sole trader?

Invoicing is a must if you are a freelancer or sole trader. Not only is it how you request payment from your clients, but it also allows you to keep records of your income for tax purposes. The ATO requires you to keep your receipts and financial records for at least 5 years.

What should you put on an invoice?

These invoice templates make it easy to include all of the correct information on your invoices. But just in case you have more questions or would like to create your own templates from scratch, we've broken down each element of a proper invoice.

Regular invoice format

Business Details

Essential details you must include are:

• Your name

• Your business name (if you're registered as a business)

• Your business address (most likely your home address)

• Your email address

• Your ABN

Invoice Number

Every invoice you create needs to have a unique number. Typically, your first invoice will be numbered as #00001, and so on. You should never repeat numbers, even if you cancel and reissue an invoice.

Date and Due Date

You'll want to include both the date the invoice was issued and when you expect to be paid. For immediate payment, just put "Upon receipt." You can also stipulate a specific date or time frame, such as "Within 7 days of receipt." For Rounded users, you'll be able to automatically send a polite reminder after a certain number of days if a payment is late.

Description of Work

Describe the work you undertook for your client in detail. If it's something you do on a recurring basis, you can write something like "Blog Writing Retainer, July 2022". If it's project-based work, clearly write out each task you're charging for. For example, you may include something like, "Restaurant Photography Shoot - Day Rate" as well as "Photography Editing - 4 Hours."

Pricing

Next to each item on your invoice, you'll need to list the price. Be sure to list the currency as well (such as AUD, USD, or GBP). At the bottom of this section, include the subtotal of all items on the invoice.

If you give a client a discount, list it here as well and subtract it from the subtotal. This is also where you can add any late fees, if applicable.

Payment Details

Toward the bottom of the invoice, include the best methods for your client to submit payments. You can list your bank details for direct deposit, your information for services like PayPal or Stripe, or links to online payment platforms via bank card. As a Rounded user, you can set up all of this information once and have it appear automatically each time you create an invoice.

Logo [Optional]

Adding your logo not only helps your clients remember who you are but also makes your invoices feel more professional and personalised.

Personal Notes [Optional]

Leave space on your invoice for any additional notes you might want to give to your client. Many freelancers use this as an opportunity to thank clients for their business, but you can use it however you like.

GST tax invoice format

Along with everything above, you'll also need to include the following on your tax invoices.

GST

If you're a sole trader in Australia, and your client is also in Australia, you need to calculate the Global Sales Tax (GST) and list it on your invoices. GST is a 10% fee sole traders and businesses must charge if they earn more than $75,000 a year.

Title of "Tax Invoice"

Sole traders who submit invoices that require GST must include the words "Tax Invoice" on their invoices. This is a subtle but important detail, as it's something the Australian Tax Office requires. If you're not registered for GST, you can leave this off or just use "Invoice".

5 common invoicing mistakes made by Australian sole traders

Below are the most common mistakes we see from freelancers and sole traders when it comes to invoicing – and how you can avoid them.

Sending 'open' invoices

Many first-time freelancers forget to include a due date for payment, which can lead to confusion and misunderstandings. Always make sure to be clear about your payment terms – when you expect to be paid, and how.

Making it difficult for clients to pay you

On a similar note, you'll want to make it as simple as possible for clients to pay you. Consider offering multiple payment options and make sure to specify these clearly.

Sending out incorrect or incomplete invoices

When using an invoice template, it can be easy to forget to change some information when copying and pasting. But if your invoice is missing any of the essential information mentioned above, or that information is incorrect, your invoice is invalid. You'll need to reissue it with the correct information, using a different invoice number.

Waiting too long to send your invoice

An unsent invoice is an unpaid invoice. You should send yours out as soon as you finish a project or, if you work on recurring projects or retainer, on a regular schedule.

Not following up on unpaid invoices

When you're busy with all the other work involved in being a sole trader, it's easy to lose sight of who's paid and who hasn't. But the longer you wait, the greater the chance that you and your client will forget about the invoice entirely.

You'll want to ensure you have a good system in place to keep track of unpaid invoices and send a reminder a couple of days after the due date. You may want to email the day after, or wait a bit longer – the exact time frame for handling overdue invoices is up to you.