Invoicing software in Australia: a guide for small businesses

What online invoicing software does

• Creates numbered invoices from your saved customers, products and services.
• Works out GST and totals, so the maths is never wrong.
• Sends invoices by email (and sometimes text) with a link to pay by card.
• Shows what is paid, unpaid and overdue, and sends reminders.
• Turns an accepted quote into an invoice without retyping it.
• Syncs invoices and payments to your accounting software for BAS time.

What an Australian tax invoice must show

If you are registered for GST, the ATO says a tax invoice for a sale under $1,000 must include enough information to clearly work out: that it is intended to be a tax invoice; the seller’s identity; the seller’s ABN; the date it was issued; a brief description of what was sold, including the quantity (if applicable) and the price; the GST amount (if any) — or, if GST is exactly one-eleventh of the total, a statement such as “Total price includes GST”; and the extent to which each sale on the invoice is taxable.

For sales of $1,000 or more, the tax invoice must also show the buyer’s identity or ABN. If a customer asks for a tax invoice, you must provide one within 28 days, unless the sale is $82.50 (including GST) or less. Business.gov.au also recommends a unique invoice number, your contact details and when and how you want to be paid.

Invoices when you aren’t registered for GST

If your business isn’t registered for GST, you issue an invoice, not a tax invoice. Don’t call it a tax invoice and don’t charge GST. Many small businesses add a line such as “No GST has been charged” so customers aren’t left wondering. You must register for GST once your GST turnover reaches $75,000 a year, so keep an eye on it as you grow.

Using an invoice template in Australia with no GST? Change the heading to “Invoice”, leave the GST line out and show a single total. Our invoice template works either way.

Business.gov.au notes that a business not registered for GST doesn’t have to give an invoice, but it is good practice — and by law you must give a receipt for goods or services over $75, or whenever the customer asks for one.

Sample invoice (Australia): what to include

A clear invoice usually reads top to bottom like this. Use it as a checklist against your own invoices or invoice template:

• Heading: “Tax invoice” if you are registered for GST, or “Invoice” if you aren’t.
• Your business name, ABN, address, phone and email.
• Invoice number and the date issued, plus a due date.
• The customer’s name (and ABN for business customers, required on tax invoices of $1,000 or more).
• A line for each item or service: description, quantity or hours, unit price and line total.
• Subtotal, GST, and total — or “No GST has been charged” if you aren’t registered.
• How to pay: card payment link, bank details (BSB and account) and the reference to use.

Free invoice software and invoice templates

If you only send a handful of invoices a month, a free invoice template can be enough. Our free invoice template is a printable Australian tax invoice with ABN, GST, labour and parts lines, and you can change the heading to “Invoice” if you aren’t registered for GST.

Free invoice software and free plans of accounting apps exist too, but read the limits: caps on invoices or customers each month, no card payments, branding you can’t remove, or no accounting sync. Free tools cost you time once you are retyping the same customer details, chasing late payers by hand or copying invoices into your books at BAS time.

Invoice and quote software for job-based businesses

Most invoicing software is built for selling a list of products or billing hours. If your work is job-based — mechanics, auto electricians, detailers, mobile mechanics and other trades — the invoice is really the end of a job: a quote the customer accepted, the labour and parts that went into it, and photos of what was found.

That is where job invoice software helps. When the quote, the job card and the invoice are the same record, parts used on the job don’t go uncharged, approved extras land on the invoice automatically, and the customer gets one clear tax invoice. For workshops in particular, see mechanic invoicing software and workshop invoice software.

Invoicing software for small business in Australia: a checklist

• Tax invoice wording, ABN and GST handled for you, plus a no-GST option if you aren’t registered.
• Quotes that convert to invoices in one step.
• Card payment links so customers can pay from the email or text.
• Overdue tracking and reminders.
• Sync to Xero, MYOB or QuickBooks Online, so invoices and payments reach your books without retyping.
• eInvoicing: the ATO is Australia’s Peppol authority, so check whether larger business and government customers want invoices sent over the Peppol network.
• AUD pricing with no surprise per-invoice or per-user fees.
• Your data stays exportable if you change systems.

Workshop Hub for workshop invoicing

Workshop Hub is invoicing software built for Australian workshops rather than every type of small business. Quotes and invoices come from the job card, carry your ABN and GST, and go out by email with a card payment link on every plan. Shop and Pro+ add invoices by text, Square Terminal payments and an AI check for missed charges before you send. Every plan syncs to Xero, MYOB or QuickBooks Online.

List prices are Solo $59, Shop $129 and Pro+ $189 per month AUD + GST. 14-day free trial, no card required — see pricing or call 1800 566 011.

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