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Painter Invoice Template NZFree, GST-Compliant & Ready to Use

A free painting invoice template for NZ sole traders and small painting businesses. Covers m2 pricing, prep vs coats, paint materials markup, scaffolding hire, and GST - so every invoice matches the quote you gave. Or skip the template and use Invio to invoice straight from your phone on site.

No credit card • GST calculated automatically • Send from your phone

NZ Requirements

What Goes on a Painter Invoice in NZ

A GST-registered painter's invoice needs more than just a total. Here's what IRD requires and what your customer needs to see.

Your business details

  • Business name (or your name if sole trader)

  • GST number - same as your IRD number

  • Phone number and email

  • Physical or postal address

Invoice identifiers

  • Invoice number (sequential, for your records)

  • Invoice date

  • Payment due date

  • Bank account for payment

Job and line items

  • Description of work - interior or exterior, e.g. "Exterior repaint - weatherboard, 2 coats"

  • Surface area (m2) or hours, matching how you quoted

  • Prep, undercoat, and topcoat as separate lines where possible

  • Paint and materials at cost + markup, listed separately

  • Scaffolding or access equipment hire (if applicable)

GST breakdown

  • Subtotal (ex GST)

  • GST amount at 15%

  • Total amount payable (inc GST)

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

Not GST-registered yet?

If your painting 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 Invoice

What a Painting Invoice Looks Like

A realistic example for an exterior repaint on a weatherboard villa in Christchurch.

INV-0134.pdf

Harewood Painting Co

22 Blenheim Road
Riccarton, Christchurch 8011
GST Number: 119-583-204
027 441 962

Tax Invoice

Invoice No.

INV-0134

Issue Date

23 Jul 2026

Due Date

6 Aug 2026

Billed To

Craig & Melissa Findlay

9 Idris Road
Fendalton, Christchurch 8014

Job Reference

Exterior repaint - weatherboard villa, 2 coats Resene X-200

Scaffolding hire

1 week hire, full house exterior access

Rate

$450.00

Qty

1

Amount

$450.00

Prep - scrape, sand & fill

Water-blast, scrape flaking paint, fill cracks, sand back

Rate

$65.00

Qty

12.0

Amount

$780.00

Undercoat - exterior walls & trim

1 coat primer/undercoat, weatherboard + trim

Rate

$65.00

Qty

8.0

Amount

$520.00

Topcoat - 2 finish coats

Weatherboard, trim and fascia, acrylic finish

Rate

$65.00

Qty

14.0

Amount

$910.00

Paint & materials

Resene X-200 + trim paint, materials at cost + 25% margin

Rate

$980.00

Qty

1

Amount

$980.00

Waste disposal

Paint tins and drop sheets - transfer station

Rate

$40.00

Qty

1

Amount

$40.00

Payment Details

Please pay to:
Harewood Painting Co
03-1355-0192847-00
Reference: INV-0134

Subtotal

$3,680.00

GST (15%)

$552.00

Total Due

$4,232.00

Want this pre-filled with your business name, m2 rates, and GST number?

Step-by-Step

How to Fill Out a Painter Invoice

Follow these steps after every job to get paid faster and keep your invoice matching your quote.

1

Fill in your business details

Add your trading name, GST number, address, phone, and email at the top. If you trade as Harewood Painting Co, use that - not your personal name. Your GST number must appear on every invoice if you are GST-registered.

2

Set the invoice number and dates

Use a sequential number - INV-0134 after INV-0133. The invoice date is today. Set a due date (14 days is standard for residential repaints). Consistent numbering helps if you ever need to prove payment history to IRD.

3

Add the customer details

For invoices over $1,000 you must include the customer's name and address. Do this on every job - it also matters if you are billing a rental property manager rather than the homeowner directly.

4

Match the invoice to how you quoted

If you quoted per m2, show the m2 rate and area on the invoice, not a single lump sum. If you quoted hourly, show hours × rate. Consistency between the quote and the invoice is the single biggest thing that prevents a payment dispute.

5

List prep, coats, and materials separately

Split prep work, undercoat/primer, and topcoat (finish coats) into their own lines, then add paint and materials at cost + markup as a separate line. Example: "Topcoat - 2 finish coats: 14 hrs × $65 = $910". Add scaffolding or access equipment hire as its own line too.

6

Calculate GST and show it clearly

Multiply your subtotal by 0.15 to get the GST amount. Show subtotal, GST, and total as three separate lines - never just a single total. Use the free Invio GST calculator at /gst-calculator-nz if you want a quick check before sending.

7

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. Then send it as soon as the last coat is dry. "Pay to: Harewood Painting Co 03-1355-0192847-00, Ref: INV-0134" is all you need.

Watch Out For

Common Painter Invoice Mistakes

These mistakes slow payment, create disputes, or put you offside with IRD. Easy to fix once you know them.

Invoice does not match the quote

e.g. Quoted $32/m2, invoiced "Painting - $2,720" with no breakdown

If you quoted per m2, show the same m2 rate and area on the invoice. A mismatched format - even at the correct total - invites the customer to question the number.

Prep and coats lumped together

e.g. "Exterior paint job - $2,210"

List prep, undercoat, and topcoat as separate lines. It shows the customer what they paid for and protects you if there is ever a question about how many coats were applied.

Wrong or missing GST

e.g. "Total: $4,232" with no GST line

Show subtotal, 15% GST, and GST-inclusive total as three separate lines. Commercial and rental-management customers need this to claim GST back.

No paint product or finish noted

e.g. "2 coats exterior paint" with no brand or finish

Note the paint system used, e.g. "Resene X-200, low sheen". If a colour or finish question comes up months later, you have a record of exactly what went on the wall.

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 days after finishing

e.g. Invoice sent a week after the last coat dried

Send it as soon as the job is done and the site is tidy. If an invoice is already overdue, see our guide on chasing overdue invoices at /chase-overdue-invoices-nz.

Line Item Guide

Painter-Specific Line Items

These are the line items most NZ painters use. Rates vary with access, prep condition, and region.

Standard labour rate

$55 - $75/hr

Ex GST. Used for hourly-quoted work such as prep, trim, and repairs.

Interior repaint (per m2)

$25 - $40/m2

Includes standard prep and 2 coats. Higher for dark-to-light colour changes.

Exterior repaint (per m2)

$35 - $60/m2

Higher than interior due to access, weather delays, and heavier prep.

Paint & materials markup

Cost + 20 - 30%

Covers handling and supplier runs. List materials at your sell price - you don't need to show your cost.

Scaffolding / access equipment hire

$300 - $800/week

Usually passed through at cost, sometimes with a small margin for arranging it.

Waste disposal

$30 - $60 flat

For paint tins, drop sheets, and other job waste.

GST

15% on all items

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

GST example: Painter A bills $65/hr labour and paint at cost + 25% margin. For a 12-hour job with $450 in paint and materials: ($780 + $562.50) = $1,342.50 subtotal. GST: $201.38. Total: $1,543.88. Use the GST calculator to check your numbers before sending.

Invio vs Templates

Why Invio Beats Word and Excel for Painters

Templates are a fine starting point. But most painters move to proper software once they are quoting multiple jobs a week.

Invoice from site once the job is done

Fill in the m2 area, prep, coats, and materials before you pack up the ute. No paperwork to reconstruct at the end of the week, and the customer gets it while the paint is still drying.

GST calculated automatically

Invio does the 15% for you across labour, materials, and any scaffolding hire - no spreadsheet formula to accidentally break.

Saved clients and m2 rates

Store your repeat customers and standard m2 rates. Next job for the Findlays? Two taps and the invoice is half-filled already.

Quotes that turn straight into invoices

Build the quote with your m2 rate and area, then convert it to an invoice once the job is done - the numbers carry across so nothing gets retyped or mismatched.

Payment reminders built in

Invio Pro sends automatic follow-ups when invoices go overdue - so you are not the one making awkward calls to a homeowner who owes you for paint you already bought.

PDF ready to email or print

Send the invoice by email directly from Invio, or download a clean PDF if the customer or property manager prefers paper.

Ready to invoice your next painting job properly?

Start with the free NZ invoice template, or sign up to Invio and send your first painting invoice in under two minutes - GST calculated, m2 rates saved, and the PDF ready to email before you leave the site.

FAQ

Painter Invoice FAQs

Common questions from NZ painters about invoicing, GST, quoting per m2, and getting paid.

Do I need to add GST to my painting invoice?
If your painting business has annual turnover over $60,000, you must be GST-registered and charge 15% GST on all work - labour, prep, and paint materials. Show it clearly: subtotal, GST amount, and GST-inclusive total as three separate lines. If you are under the threshold and not registered, leave out the GST lines entirely and just show your total.
What's the minimum information a painter invoice needs in NZ?
For invoices over $200, your invoice needs your business name, GST number (if registered), invoice date, description of the work, and the GST treatment or amount. For invoices over $1,000, you also need the customer name and address. See the full breakdown at invio.co.nz/tax-invoice-requirements-nz.
Should I quote and invoice per m2 or per hour?
Most NZ painters quote per m2 of wall/surface area for standard repaints, and switch to hourly for fiddly jobs like detailed trim, feature walls, or repair-heavy prep. Whichever you quote, invoice the same way - if you quoted $32/m2 for 85m2 of wall, the invoice should show that calculation, not a single lump 'painting - $2,720' line. Matching your invoice to your quote avoids disputes.
Do painters need a licence in NZ?
Painting isn't a licensed trade the way electrical or gasfitting work is - there's no compulsory registration body like EWRB. Many painters join Master Painters New Zealand for accreditation, guarantee backing, and credibility with customers. It's not an IRD requirement, but worth noting on your invoice or website if you're a member.
How much deposit should I ask for on a painting job?
A deposit of 20-30% before ordering paint and materials is common practice for larger jobs, so you are not funding a full purchase of Resene or Dulux product out of your own pocket. State the deposit amount and terms on your quote, then reference it as a line item or a note on the final invoice (e.g. "Less: deposit paid $400.00").
Should undercoat and topcoat be listed separately on the invoice?
Yes, where you can. Splitting prep, undercoat/primer, and topcoat (finish coats) into separate lines shows the customer exactly what they paid for and protects you if there is a question later about how many coats were applied. It also makes it easier to price the next job accurately, since you have your own real numbers for each stage.
How do I charge for scaffolding or access equipment?
If you hire scaffolding, a scissor lift, or extension ladders for a job, add it as its own line item rather than folding it into your labour rate. Most painters pass the hire cost straight through, sometimes with a small margin to cover the admin of arranging it. If you're GST-registered, GST still applies to the hire charge on your invoice even though the hire company already charged you GST on their invoice to you.
Get Started

Invoice Every Painting Job Correctly, From Your Phone

Invio is free for sole traders. Set up your m2 rates once, send GST-compliant invoices 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