Free template · Sole Traders
Free sole trader invoice template (Australia): with GST or without
Most sole trader invoice templates online are American, or they assume you charge GST. Plenty of Australian sole traders do not: a first-year sparky doing weekend jobs, a cleaner with a handful of regulars, a handyman under the $75,000 turnover threshold. Your invoice still has to be right, and the rules differ in a few small ways that bookkeepers and business customers notice.
So this page gives you two free PDFs. The Tax Invoice template is for GST-registered sole traders and passes every ATO check: the words "Tax Invoice", your ABN, the date, a description of each line, and GST shown per item. The no-GST Invoice template is for sole traders who are not registered: headed "Invoice", no GST column to fill, and a plain line stating no GST has been charged. Pick the one that matches your registration, print it or copy the layout into Word or Excel, or let the free invoice generator fill it in for you.
Download the free PDF templateDownload the no-GST Invoice PDF
Registered for GST? Take the Tax Invoice PDF. Under the $75,000 threshold and not registered? Take the no-GST Invoice PDF. Not sure which you are? Read invoicing without GST in Australia first.
See it filled in
A sole trader invoice, done right
INVOICE
R. Halloran Property Maintenance
| Description | Qty | Unit price | GST | Amount |
|---|---|---|---|---|
| Labour: gutter clean and downpipe reseal, single storey (per hour) | 3 | $65.00 | No GST | $195.00 |
| Supply: replacement downpipe bracket and exterior sealant | 1 | $38.00 | No GST | $38.00 |
| Labour: replace bathroom exhaust fan, unit supplied by owner (per hour) | 1.5 | $65.00 | No GST | $97.50 |
| Travel and call-out | 1 | $40.00 | No GST | $40.00 |
| Subtotal | $370.50 | |||
| Total (no GST charged) | $370.50 | |||
No GST has been charged. This business is not registered for GST. Payment within 7 days to the account below.
Trade-specific rules
GST notes for sole traders
Sole traders across every trade and service: the one invoice format that has to work whether you are registered for GST or still under the $75,000 threshold.
- Not registered for GST? Head the document 'Invoice', charge no GST, and add one line: 'No GST has been charged. This business is not registered for GST.' The ATO says the words 'Tax Invoice' are only for registered businesses.
- Registered for GST? The document must say 'Tax Invoice', show your ABN and the date, describe each line with quantity and price, and show the GST per line or state that the total includes GST. Sales of $1,000 or more (including GST) must also show the customer's identity or ABN.
- Either way, your ABN goes on every invoice. If a business customer pays you without an ABN quoted, they generally have to withhold tax at the top marginal rate and send it to the ATO, and you wait until tax time to get it back.
- Watch the threshold. GST turnover is tested on a rolling 12 months, not the financial year. Once you reach $75,000 you have 21 days to register, and from then on every invoice becomes a Tax Invoice with GST.
- If you're registered for GST, a customer can ask for a tax invoice for any taxable sale over $82.50 including GST, even if you didn't give one upfront, and you have 28 days from being asked to provide it.
- Keep a copy of every invoice you issue, Tax Invoice or plain Invoice, for at least 5 years. That's the ATO's minimum for business records, and invoices are part of that.
Word, Excel or Google Docs
Using this sole trader invoice template in other formats
Microsoft Word
Recreate the PDF’s structure with a 5-column table (description, qty, unit price, GST, amount). Keep the words “Tax Invoice” as the document title, your ABN under your business name, and add a totals block of subtotal / GST / total. Word’s tables won’t calculate GST for you, so double-check every amount: a wrong GST figure is the most common Word-template mistake we saw in real sole trader invoices.
Excel / spreadsheets
Excel handles the maths: set GST per line to =ROUND(qty*unit*0.1, 2) for GST-inclusive work, and total to subtotal + GST. The trap is what Excel doesn’t do: it won’t stop you issuing two invoices with the same number, and PDFs exported from spreadsheets often crop columns, so always check the print preview before sending.
Google Docs
Same structure as Word. One advantage: a single master doc you copy per invoice keeps your numbering sequential. One warning: sharing the live doc link instead of a PDF lets the amounts change after sending, so always download as PDF before it goes to the customer.
Honestly? Every format above still means retyping your details each time. The free invoice generator fills the same ATO-correct layout in your browser and downloads the PDF, no signup required.
Related
Before you send it
- Working in a specific trade? The cleaner, electrician and plumber templates add the licence numbers, call-out lines and GST notes that trade actually uses.
- Invoicing a builder as a subbie? Read the subcontractor invoice guide for progress claims, variations and retention.
- Tired of retyping your details? The best invoice app for tradies and sole traders compares the apps Aussie sole traders actually use, with current prices.
Fair questions
FAQ
Do I write 'Invoice' or 'Tax Invoice' as a sole trader?
It depends on GST registration, not on being a sole trader. Registered for GST: 'Tax Invoice', with GST shown. Not registered: 'Invoice', with no GST. The ATO's guidance is that unregistered businesses should not use the words 'tax invoice'. This page has a PDF for each.
What must a sole trader invoice include in Australia?
Your business or trading name, your ABN, the date, an invoice number, a description of what you did with quantity and price, and the total. If you are GST-registered, add the words 'Tax Invoice' and the GST amount. For sales of $1,000 or more including GST, add the customer's name or ABN too.
Can I use this template in Word or Excel?
Yes. The PDF is the layout; the Word, Excel and Google Docs notes further down this page explain how to rebuild it, including the GST formula for spreadsheets and the numbering trap in Word. The free invoice generator does the same layout in your browser with no retyping.
Do I need an ABN if I earn under $75,000?
Yes, if you are running a business. GST registration and holding an ABN are separate things. The ABN is free from the Australian Business Register, and without it on your invoice a business customer generally has to withhold tax from the payment at the top marginal rate.
How long do I need to keep copies of my invoices?
At least 5 years. That's the ATO's minimum for business records, and it covers invoices whether you're GST-registered or not. Digital copies are fine, a folder of PDFs from the free invoice generator or this template works.
Invoices in 60 seconds, from your phone
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More free stuff: the invoice generator, the sole trader invoice example, or templates for other trades.