Landscaper Invoice Template NZ Free, GST-Compliant & Ready to Use
A free landscaping invoice template for NZ sole traders and small landscaping businesses. Covers machine hire, plant and material supply, green-waste disposal, labour, and GST - for both one-off builds and recurring maintenance work. Or skip the template and use Invio to invoice straight from your phone.
No credit card • GST calculated automatically • Send from your phone
Example INV-0071
- C
Machine hire
Mini excavator hire, $440.00
Job and line items
- C
Materials
Retaining wall blocks & drainage, $1,650.00
Job and line items
- C
Crew labour
14.0 hrs x $130.00/hr
Job and line items
- C
Green-waste disposal
$285.00
Job and line items
The template
A filled-in landscaper invoice, shown at A4 widthExample figures, not a real job45 Peachgrove Road
Hamilton East, Hamilton 3216
027 668 214
GST: 121-556-789
TAX INVOICE
BINV-0071
Issue: 23 Jul 2026
Due: 06 Aug 2026
Sent
Bill To
Grant & Nadia Sallis
12 Riverlea Road
Hamilton East, Hamilton 3216
| CDescription | Qty | Rate | Amount |
|---|---|---|---|
| Mini excavator hire. 2-day hire, 1.7t digger for excavation and levelling2 x $220.00 | 2 | $220.00 | $440.00 |
| Labour - landscaping crew (2 person). Excavation support, wall build, planting, clean-up14 x $130.00 | 14 | $130.00 | $1,820.00 |
| Retaining wall blocks & drainage. Firth Keystone blocks + geotextile, materials at cost + 20% margin1 x $1,650.00 | 1 | $1,650.00 | $1,650.00 |
| Topsoil & garden mix. 12m3 delivered and spread12 x $85.00 | 12 | $85.00 | $1,020.00 |
| Plants & mulch. Native planting + bark mulch, materials at cost + 20% margin1 x $640.00 | 1 | $640.00 | $640.00 |
| Green waste & spoil removal. 3 trailer loads to the transfer station3 x $95.00 | 3 | $95.00 | $285.00 |
BPayment Details
Please use the following details to make a payment.
Bank: ANZ
Account: 04-2189-0453671-00
Reference: INV-0071
Notes
Retaining wall + garden makeover - front and side yard
Thank you for your business!
What this invoice should carry
Sixteen fields, in four groups, keyed to the letters on the sample invoice above. Where a value is shown, it is the one you can read off it.
Your business details
Business name or trading name
On the sample: Kauri Landscapes Ltd
GST number, if you're registered
On the sample: 121-556-789
Phone number
On the sample: 027 668 214
Physical or postal address
On the sample: 45 Peachgrove Road, Hamilton East, Hamilton 3216
Invoice identifiers
Invoice number, sequential for your records
On the sample: INV-0071
Invoice date
On the sample: 23 Jul 2026
Payment due date
On the sample: 6 Aug 2026
Bank account for payment
On the sample: 04-2189-0453671-00
Job and line items
Description of the work done - specific enough to identify it
On the sample: Retaining wall + garden makeover - front and side yard
Machine or plant hire (digger, mulcher, etc.), on its own line
On the sample: Mini excavator hire, $440.00
Materials at cost plus your markup, listed separately from labour
On the sample: Retaining wall blocks & drainage, $1,650.00
Labour hours x your crew rate, on its own line
On the sample: 14.0 hrs x $130.00/hr
Green-waste or spoil disposal fee
On the sample: $285.00
Design consultation, when quoted separately from the build
GST breakdown
Subtotal, GST at 15%, and the GST-inclusive total, as three separate lines
On the sample: $5,855.00 / $878.25 / $6,733.25
Buyer's name and one identifying detail (address, phone number, email address, trading name, NZBN, or website) - only if the buyer is GST registered, for invoices $1,000+
On the sample: Doesn't apply below - the Sallises aren't GST registered
How to fill out a landscaper invoice
Follow these steps after every job to get paid faster and keep plant hire, materials, and labour clearly split.
Fill in your business details
Add your trading name, GST number, address, phone, and email at the top. If you trade as Kauri Landscapes Ltd, use that - not your personal name. Your GST number must appear on every invoice if you are GST-registered.
Set the invoice number and dates
Use a sequential number - INV-0071 after INV-0070. The invoice date is today. Set a due date (14 days is standard for larger builds; maintenance work is often invoiced weekly or fortnightly on a shorter term). Consistent numbering helps if you ever need to prove payment history.
Add the customer details
If the buyer is GST registered, invoices of $1,000 or more need their name plus one identifying detail - address, phone number, email address, trading name, NZBN, or website. Do this on every job - most landscaping invoices cross that threshold once machine hire and materials are included.
List plant hire and material supply separately from labour
Split machine/plant hire, materials (soil, bark, pavers, plants) at cost + markup, and crew labour into their own lines. If you quoted a separate design fee, keep that as its own line too rather than folding it into the build cost.
Add green-waste or spoil disposal
If you removed spoil, old plants, or green waste, add it as its own line - flat fee or per-load - rather than absorbing it into your labour rate. It is a real cost, not a hidden markup, and the customer should see it.
Calculate GST and show it clearly
GST applies to the full invoice, including any hired-in machinery you are passing through. Multiply your subtotal by 0.15 and show subtotal, GST, and total as three separate lines. Use the free Invio GST calculator at /gst-calculator-nz if you want a quick check before sending.
Add your bank account details and send
Include your bank account number and ask the customer to use your invoice number as the payment reference. For one-off builds, send it as soon as the job is finished. For maintenance contracts, set the schedule up once and let it repeat automatically.
Common landscaper invoice mistakes
These mistakes slow payment, create disputes, or put you offside with IRD. Easy to fix once you know them.
No GST charged on hired-in plant
e.g. "Digger hire passed on at cost, no GST added"
If you are GST-registered, charge 15% GST on the full invoice - including any machinery or materials you are passing through. You claim back the GST the hire company charged you separately; it is not deducted from what you charge the customer.
Materials and labour lumped together
e.g. "Retaining wall job - $4,750"
List plant hire, materials (soil, blocks, plants), and labour as separate lines. Many customers - and any that need to claim GST back - will not approve payment until it is properly itemised.
No green-waste or disposal fee shown
e.g. Spoil and old plants removed with no line item for it
Add disposal as its own line - flat fee or per-load. It is a genuine cost and should not be hidden inside your labour rate.
Maintenance work invoiced ad-hoc
e.g. Mowing invoices sent whenever you remember to raise one
Set maintenance clients up on a recurring invoice schedule instead. It is one less thing to remember, and the client gets a predictable bill.
No bank details on the invoice
e.g. Invoice sent with no payment instructions
Always include your bank account number and ask for the invoice number as the payment reference. No bank details means slow or lost payments.
Sending the invoice weeks after a multi-day job
e.g. Invoice sent 3 weeks after a 4-day retaining wall build
Invoice promptly once the job is done, or bill in stages for longer builds. See our guide on chasing overdue invoices at /chase-overdue-invoices-nz if one is already late.
What goes on the lines, and what it usually costs
The lines a landscaping invoice tends to have, in the three groups they fall into.
Labour and design
Priced per hour, per visit, or as a flat fee
Landscaping crew labour
Per hour, 2-person crew
$110 - $150/hr
Ex GST, for a 2-person crew. Solo operators often bill $55 - $75/hr.
Design consultation
When quoted separately from the build
$75 - $120/hr or flat fee
For jobs where design is quoted separately from the build.
Maintenance visit
Mowing and garden upkeep
$60 - $110/visit
Well suited to a recurring invoice schedule.
Plant hire and materials
At cost, or cost plus your markup
Machine/plant hire
Diggers, mulchers, and similar
$150 - $350/day
Usually passed through at cost, sometimes with a small margin.
Plant & material supply
Soil, bark, pavers, plants
Cost + 20 - 30%
Retaining wall blocks and plants included. List at your sell price - you don't need to show your cost.
Disposal
Green waste and spoil, by the load
Green waste & spoil disposal
Per load
$80 - $200
Flat fee or per trailer/skip load, depending on volume and transfer station fees.
Indicative GST-exclusive ranges for 2026, to sanity-check a line you have not priced before. GST itself is 15% on top of the subtotal once you are registered - use the free GST calculator to check. They are not a price guide and not advice on what to charge: rates vary by region, by job, and by how far the machine has to travel to get there.
Why Invio beats Word and Excel for landscapers
Templates are a fine starting point. But most landscapers move to proper software once they are juggling builds and maintenance rounds at the same time.
Invoice from the truck after the job
Fill in plant hire, materials, and crew hours before you pack up the trailer. No paperwork to reconstruct at the end of the week.
Before you pack up
GST calculated automatically
Invio does the 15% for you across labour, materials, and any plant hire you're passing through - no spreadsheet formula to accidentally break.
INV-0071Sent
Subtotal$5,855.00
GST (15%)$878.25
Total$6,733.25
15% on each taxable line
Saved clients and standard rates
Store your repeat customers and standard crew and hire rates. Next job for the Sallis family? Two taps and the invoice is half-filled already.
Two taps
Recurring invoices for maintenance work
Set a mowing or garden-upkeep client up once and let the invoice go out automatically every visit - no more remembering to bill for a fortnightly round. Invio also sends automatic reminders on its own when a one-off invoice goes overdue.
Every visit, automatically
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 invoice.
INV-0071Example
HeadingTAX INVOICE
GST121-556-789
Issue23 Jul 2026
Due06 Aug 2026
Every required field
PDF ready to email or print
Send the invoice by email directly from Invio, or download a clean PDF if the customer or body corporate prefers paper.
Example e-mail
Invoice INV-0071 from Kauri Landscapes Ltd
Here's your invoice from Kauri Landscapes Ltd - a PDF copy is attached, and you can also view it online anytime.
Invoice-INV-0071.pdfOne click
What a landscaper's invoice carries that the others do not
Every NZ trade invoice needs the same GST basics. Past that, the paperwork splits by trade - here is what is specific to landscaping work.
No licence field
No licensed trade body, either
Landscaping has no compulsory registration the way electrical or building work does. Electricians carry an EWRB number, builders and carpenters carry an LBP number for restricted building work, and plumbers are registered with the Plumbers, Gasfitters and Drainlayers Board. Painters and landscapers have no equivalent at all.
3 lines, not 1
Plant hire, materials, and labour - always split
Machine hire, materials, and crew labour are listed as their own lines rather than one lump "landscaping" total - easier to check against the quote and easier for the customer to see what they paid for.
$80 - $200
Green-waste disposal, its own line
Removing spoil, old plants, or green waste is a real cost, not a hidden markup - list it separately, the same way an electrician lists a disposal fee for an old switchboard.
One-off or recurring
The one trade invoiced two different ways
A retaining wall or garden build is a single detailed invoice once the job is done. Mowing and maintenance work is better set up as a recurring invoice that goes out automatically - a split none of the other five trades on this page need to make.
Landscaper Invoice FAQs
Common questions from NZ landscapers about invoicing, GST on plant hire, and getting paid.
Do I need to add GST to my landscaping invoice?
What's the minimum information a landscaper invoice needs in NZ?
Do I charge GST on hired machinery I am passing through to the client?
How do I invoice for plant and material supply separately from labour?
Should maintenance contracts be invoiced differently from one-off jobs?
How do I charge for green waste disposal?
Do I need a building consent for retaining walls or decks?
How much deposit should I ask for on a landscaping design and build job?
Do I need my client's address on the invoice?
Invoice every landscaping job correctly, from your phone
Invio is free for sole traders. Set up your crew rates once, send GST-compliant invoices from site, and let recurring billing handle your maintenance rounds automatically - 1 recurring series free, unlimited on Pro.
Free to start • GST calculated automatically • No credit card required