Guide to freelancer invoicing in Australia

If you’re freelancing in Australia, getting your invoicing right isn’t just about looking professional - it’s about getting paid faster, staying ATO-compliant, and keeping your finances stress-free at tax time.

Whether you’re new to freelancing or looking to tidy up your process, this guide covers everything you need to know to issue clean, compliant, and efficient invoices - and how tools like Quivva can make it effortless.

Why invoicing matters

A well-prepared invoice builds trust and speeds up payment.
A sloppy one causes confusion, delays, and even ATO issues.

When you send a professional invoice:

• Clients take you seriously.
• You get paid faster.
• You stay compliant and organised for tax time.
• With subtle design cues they can help build your personal brand.

That’s why Quivva makes every invoice look sharp, compliant, and consistent - automatically.

What the ATO wants to see on an Australian invoice

Here’s what the Australian Tax Office (ATO) expects to see:

If you’re registered for GST:

• Clearly state “Tax Invoice”
• Your business name and ABN
• Invoice date
• Description of goods or services
• Quantity and price
• GST amount (or a note that it’s included)
• Total amount due
• Invoice number
• Client’s name (recommended but not mandatory)

If you’re not registered for GST:

• Title your document “Invoice” (not “Tax Invoice”)
• Include the same details as above, but omit GST

💡 Quivva automatically formats invoices to meet ATO standards - no template tweaking required.

Choosing an invoice number format

Each invoice must have a unique reference number - this helps you, your clients and the ATO keep records tidy.

• Keep it sequential, e.g. INV-001, INV-002, etc.
• Gaps are fine; you’re not breaking any law if some numbers are skipped.
• Avoid per-client numbering - it gets confusing.
• Best practice: a global sequence for your business.

Quivva handles numbering automatically, ensuring every invoice is unique and compliant.

Setting Payment Terms

Payment terms set expectations and help you maintain cash flow.

• Standard terms: 7, 14, or 30 days
• For new clients or one-off projects: consider 50% upfront
• Always include:
  • A clear due date
  • Accepted payment methods (bank transfer, PayID, card)
  • A note on late fees or interest (optional)

You can also include a friendly footer like:

Thanks for your business - prompt payment is appreciated!

Following Up on Late Payments

Late payments happen - but a consistent follow-up system makes all the difference.

Example timeline:

• Day after due date: Friendly reminder - “Just checking this hasn’t slipped through.”
• 7 days late: Send a copy of the invoice with a payment link.
• 14 days late: Mention your late fee policy or pause work until paid.

Stay polite but firm.

Record-Keeping and ATO Compliance

The ATO requires you to keep invoice records for at least 5 years. That includes:

• Paid and unpaid invoices
• Matching invoice dates with your accounting records
• Backups in case of audit

Quivva keeps everything securely in the cloud, so you can find any invoice in seconds - no digging through folders or spreadsheets.

When and How to Charge GST

If your annual turnover exceeds $75,000, you must register for GST.

Once registered:

• Add 10% GST to taxable invoices
• Lodge your BAS (Business Activity Statement) quarterly
• Clearly show GST on each invoice

If you’re under the threshold, registration is optional. You might choose to register early if your expenses include a lot of GST you can claim back - but it adds admin.

Quivva simplifies GST and even preps your BAS lodgements for you too.

Branding and styling

Invoices are admin tasks for your client at the end of the day. So don’t go crazy with templates. The best solution is a standard template that is easy to read and follows conventions and best practices.

But some subtle design nods to your business - such as your logo and accent colour - can help build that all important personal brand.

Quivva keeps this simple, all you need to do is upload your business logo.

Best Practices for Professional Invoices

Looking professional doesn’t mean looking corporate. Keep it clean, simple, and consistent.

• Use your business name, logo, and colours
• Avoid jargon in your descriptions
• Send invoices immediately after completing work
• Include your ABN and contact details

You can save a huge amount of time by using a system that remembers your details and client preferences - like Quivva does automatically.

How Quivva Simplifies It All

Here’s how Quivva makes invoicing (and everything around it) simple:

• Automatically creates ATO-compliant invoices
• Adds your logo and branding
• Tracks paid and unpaid invoices
• Handles GST calculations
• Links your time tracking directly to your invoices
• Generates reports ready for BAS or EOFY