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Builder Invoice Template NZFree Progress Claim Template, Ready to Use

A free invoice and progress claim template for NZ builders and building companies. Covers labour, materials, subcontractor costs, variation orders, retentions, and GST - with a place for your LBP number and building consent reference. Or skip the template and use Invio to send progress claims straight from site.

No credit card • GST calculated automatically • Send from site

NZ Requirements

What Goes on a Builder Invoice or Progress Claim

A GST-registered builder's progress claim needs more than a total. Here's what IRD requires and what your client needs to see at each stage.

Your business details

  • Business name (or your name if sole trader)

  • GST number - same as your IRD number

  • LBP number - if you carry out Restricted Building Work

  • Phone number and email

  • Physical or postal address

Claim identifiers

  • Progress claim number (e.g. Claim #3 of an agreed schedule)

  • Claim date and the stage or period covered

  • Payment due date

  • Bank account for payment

Job and line items

  • Description of the stage completed, e.g. "Framing and first-fix complete"

  • Labour hours × hourly rate

  • Materials at cost + markup, listed separately

  • Subcontractor costs, itemised by trade

  • Variation orders, each on its own line with an approval reference

  • Building consent number where the work is consented

GST and retention

  • Subtotal (ex GST)

  • GST amount at 15%

  • Retention held this claim, shown separately

  • Amount due after retention

  • Customer name and address (required for invoices over $1,000)

Not GST-registered yet?

If your building business earns under $60,000/year you do not have to register for GST. Leave out the GST number and GST lines - just show your total. Once you cross the threshold, registration is compulsory within 21 days. Check the full NZ invoice requirements guide if you are unsure.

Sample Progress Claim

What a Builder Progress Claim Looks Like

A realistic example for the framing stage of a residential renovation in Hamilton, including a variation order and retention.

CLAIM-0003.pdf

Rangitoto Build Co Ltd

22 Cameron Road
Hillcrest, Hamilton 3216
GST Number: 104-829-661
LBP No: BP-118273
027 641 205

Progress Claim

Claim No.

CLAIM-0003

Claim Date

23 Jul 2026

Due Date

6 Aug 2026

Billed To

Grant & Sarah Whitfield

9 Ridgeway Terrace
Hillcrest, Hamilton 3216

Job Reference

Rear extension - Building Consent No. BC-2026-04519 - Stage 3: Framing & first-fix complete

Labour - framing crew

Framing complete per approved plans, 2 carpenters × 4 days

Rate

$95.00

Qty

64.0

Amount

$6,080.00

Materials - framing timber & fixings

H1.2 treated framing timber, nails, joist hangers

Rate

-

Qty

-

Amount

$6,250.00

Subcontractor - drainlayer

Stage 3 drainage works, invoice passed through at cost

Rate

-

Qty

-

Amount

$3,800.00

Variation VO-02 - additional window

Client-approved 12 Jun 2026 - lounge window upsize

Rate

-

Qty

-

Amount

$1,450.00

Payment Details

Please pay to:
Rangitoto Build Co Ltd
03-0512-0938271-00
Reference: CLAIM-0003

Subtotal

$17,580.00

GST (15%)

$2,637.00

Claim total (inc GST)

$20,217.00

Less: retention held (10%)

-$1,758.00

Amount Due This Claim

$18,459.00

Want this pre-filled with your business name, LBP number, rates, and GST number?

Step-by-Step

How to Fill Out a Builder Progress Claim

Follow these steps at every claim stage to get paid on schedule and keep the paper trail clean.

1

Fill in your business and LBP details

Add your trading name, GST number, LBP number (if you carry out Restricted Building Work), address, phone, and email at the top. If you trade as Rangitoto Build Co Ltd, use that - not your personal name.

2

Number the claim and reference the consent

Use a sequential claim number - CLAIM-0003 after CLAIM-0002 - and reference the building consent number where the work is consented. This ties your billing to the approved plans and stage.

3

Add the client and property details

For claims over $1,000 you must include the customer's name and address. Do this on every claim - it removes any ambiguity about which property and job the claim relates to.

4

List labour, materials, and subcontractors separately

Break down labour hours × rate, materials at cost + markup, and each subcontractor cost as its own line. Lumping everything into one number makes it much harder for a client - or their bank - to sign off the claim.

5

Add any variation orders on their own line

Reference the variation number and approval date - for example, "Variation VO-02 - additional window installation (approved 12 Jun 2026)". Never fold a variation into the base contract price.

6

Calculate GST and show retention separately

Multiply your subtotal by 0.15 to get the GST amount. Show subtotal, GST, and claim total as three lines, then show retention held on this claim and the net amount due. Use the free Invio GST calculator at /gst-calculator-nz to check your numbers.

7

Add your bank account details and send

Include your bank account number and ask the client to use the claim number as the payment reference. Send it on schedule at each stage - a claim that arrives late is a payment that arrives late.

Watch Out For

Common Builder Invoice Mistakes

These mistakes slow payment, create disputes, or put you offside with the Construction Contracts Act. Easy to fix once you know them.

Missing LBP number on Restricted Building Work

e.g. Framing progress claim with no licence reference

Add your LBP number to the invoice header whenever the claim covers Restricted Building Work. It confirms the work is legally being carried out or supervised by a licensed practitioner.

Variations bundled into the base contract

e.g. "Extra work this stage - $1,450" with no VO reference

List each approved variation on its own line with a VO number and approval date. This is the single biggest cause of payment disputes on residential builds.

No building consent reference on consented work

e.g. Progress claim with no consent number anywhere

Add the building consent number to the job description. It matches your billing to the approved stage and saves time if a bank or council needs to verify progress.

Retention not tracked claim to claim

e.g. Final claim disputes what has already been withheld

Show retention held on every claim, not just the final one. It keeps a running total both you and the client can check at any time.

Vague stage description

e.g. "Build work - $17,580" with no detail

Describe the stage precisely: "Framing and first-fix complete per approved plans". Vague claims are the easiest ones for a client to query or delay.

Sending the claim after the stage has moved on

e.g. Claim for framing sent after roofing has started

Send each claim as soon as the stage is complete, on the schedule agreed in your contract. If a claim is already overdue, see our guide on chasing overdue invoices at /chase-overdue-invoices-nz.

Line Item Guide

Builder-Specific Line Items

These are the line items most NZ builders use on a progress claim. Rates vary by region and contract size.

Builder / LBP labour rate

$75 - $120/hr

Ex GST. Auckland and main centres run higher than regional NZ.

Labourer / apprentice rate

$35 - $55/hr

Billed separately from tradesperson rates where crews are mixed.

Subcontractor pass-through

At cost, or + 10-15% margin

Some builders pass subcontractor invoices through at cost; others add a management margin - state which in your contract.

Materials markup

Cost + 10 - 20%

Covers ordering, storage, and wastage. List materials at your sell price.

Variation order

Priced per job

Always itemised separately from the base contract, with an approval reference.

Retention

5 - 10% per claim

Held on trust under the Construction Contracts Act 2002, released at practical completion and after the defects liability period.

GST

15% on all items

Applied to the subtotal if you are GST-registered. Use the free /gst-calculator-nz to check.

Retention example: A claim with a $17,580 subtotal and 15% GST comes to a $20,217 claim total. If the contract holds 10% retention on the subtotal, that is $1,758 withheld, leaving $18,459 due on this claim. The retained amount carries forward and is released at practical completion or after the defects liability period, as agreed in the contract.

Invio vs Templates

Why Invio Beats Spreadsheets for Builders

A spreadsheet is a fine starting point for one job. Most builders move to proper software once they are running several claims across several sites.

Send claims from site

Add labour, materials, subcontractor costs, and variations from the job before you drive off. No spreadsheet to update back at the office.

GST calculated automatically

Invio does the 15% for you on every claim and shows subtotal, GST, and total correctly - no formula to accidentally break mid-build.

Saved clients and jobs

Store each client and job once. Claim #4 for the Whitfield extension? Two taps and the claim is half-filled already.

Payment reminders built in

Invio Pro sends automatic follow-ups when a claim goes overdue - so you are not the one making awkward calls mid-build.

IRD-compliant every time

Every Invio invoice has the right fields: GST number, date, breakdown, customer address when required. You can't accidentally send a non-compliant claim.

PDF ready to email or print

Send the claim by email directly from Invio, or download a clean PDF for the client's records or their bank.

Ready to send your next progress claim properly?

Start with the free NZ invoice template, or sign up to Invio and send your next progress claim in under two minutes - GST calculated, LBP number saved, retention tracked, and the PDF ready to email before you leave site.

FAQ

Builder Invoice FAQs

Common questions from NZ builders about progress claims, GST, retentions, and getting paid.

Do I need to add GST to my progress claim?
If your building business is GST-registered (annual turnover over $60,000), yes - charge 15% GST on every progress claim, the same as you would on any other invoice. GST applies at the time you issue the claim, so show subtotal, GST, and claim total as three separate lines on every claim, not just the final invoice.
Do I need to show my LBP number on the invoice?
If you're carrying out or supervising Restricted Building Work - things like foundations, framing, roofing, and cladding - you must be a Licensed Building Practitioner, and it's good practice to show your LBP number on every invoice or progress claim. Not every job is Restricted Building Work (minor repairs and non-structural work often are not), but when it is, an invoice with no LBP reference can raise questions from the client, their bank, or the council later.
How does retention work on NZ building contracts?
Retention is a percentage of each progress claim - commonly 5-10% - that the client holds back until the job reaches practical completion or the end of the defects liability period, as security against defects. Under the Construction Contracts Act 2002 (strengthened by the 2023 Amendment Act), retention money must be held on trust rather than sitting in the client's general account, and the paying party has reporting obligations. Track what has been retained on each claim so you do not lose sight of it at the final one.
How do I invoice a variation order?
List each approved variation as its own line item, separate from the base contract work - for example, "Variation VO-02 - additional window installation (approved 12 Jun 2026) - $1,450". Never fold a variation into the base labour or materials line. Keeping it separate makes the claim easier for the client to verify and protects you if there is a dispute later about what was agreed.
Should I reference my building consent number on the invoice?
For consented work, yes - add the building consent number to the job description or notes, especially on progress claims. It ties your billing to the approved plans and makes life easier if the client, their bank, or the council needs to match a payment to a consented stage of the build.
What's the difference between a progress claim and a final invoice?
A progress claim bills for work completed up to a certain stage on a longer job, with retention withheld and a running total against the contract value. A final invoice (or final claim) is issued at practical completion, often releasing part of the retention, with the remainder released after the defects liability period ends. Both need the same GST treatment as any other invoice - GST applies to each claim as it is issued.
What happens if a client disputes a progress claim?
The Construction Contracts Act 2002 gives you a formal payment claim process. If the client wants to dispute part of your claim, they must issue a payment schedule within the timeframe set out in your contract (or the default under the Act) - otherwise they become liable for the full claimed amount. This "pay now, argue later" mechanism is one of the strongest protections a builder has against a client who tries to withhold payment without good reason.
Can I send progress claims from my phone on site?
Yes. Invio is built mobile-first - add labour, materials, subcontractor costs, and any variations from site, then send the claim before you leave. Sending claims consistently and on schedule also makes it far easier to track retention and running totals across a multi-stage build.
Get Started

Send Every Progress Claim Correctly, From Site

Invio is free for sole traders. Set up your business rates, LBP number, and GST once, send progress claims with retention tracked from site, and let automatic reminders handle the chase - free on your first 3 invoices, unlimited on Pro.

Free to start • GST calculated automatically • No credit card required