Quick answer
To send your first invoice in Australia, create a document with your ABN, a unique invoice number, the client’s details, an itemised description of the work, a total amount (with GST if you’re registered), a clear due date, and your bank details. Export it as a PDF, attach it to a short professional email, and send it the same day you finish the work. That’s the whole thing — everything below is the detail.
Step 1: Make sure you’ve got the basics in place
Before you send anything, sort out two things:
- Your ABN. If you don’t have one, your client is legally required to withhold 47% of your payment for tax. Apply free at abr.gov.au — it takes about 10 minutes. See our ABN guide for the full breakdown.
- GST status. If you expect to earn over $75,000 in 12 months, you must register for GST and charge 10% on top of your prices. If you’re under that threshold, see how to invoice without GST for the exact wording.
Step 2: Build the invoice itself
Every Australian invoice needs the same core blocks:
- The header. The words “Tax Invoice” (if GST-registered) or just “Invoice” if not. Your business / trading name and ABN sit at the top.
- The bill-to block. Client name (or business name), their billing address, and their ABN if the invoice is over $1,000.
- Identifiers. A unique invoice number (INV-0001 is fine for your first one) and the issue date.
- Line items. One row per thing you’re billing for. Be specific: instead of “Design work”, write “Logo design — 3 concepts & 2 rounds of revisions”.
- Totals. Subtotal, GST (if applicable), and the grand total in AUD.
- Payment terms and due date. Explicit dates win. “Due 18 June 2026” is better than “Net 14” on its own.
- Payment details. BSB and account number, account name. If you accept cards or PayID, include that too.
Step 3: Write the email that sends it
A first-invoice email should be short, friendly, and contain everything the client needs to pay without opening the PDF. Here’s a template you can adapt:
Subject: Invoice INV-0001 from [Your Business Name] — Due 18 June 2026 Hi [Client first name], Thanks again for the work on [project / brief description]. Please find attached invoice INV-0001 for $[amount] AUD, due [due date]. Payment details for EFT: BSB: 000-000 Account: 000 000 000 Account name: [Your Business Name] Let me know if anything needs adjusting — happy to reissue if so. Cheers, [Your name] ABN [your ABN]
Three things this template gets right: the amount and due date are in the subject line (so accounts teams can triage), the bank details are in the body (no PDF needed to pay), and there’s a casual offer to fix anything wrong before it becomes a dispute.
Step 4: PDF, not Word
Always send invoices as PDF. Word documents can be edited by the recipient, which creates confusion if the amount or due date is later disputed. PDF locks the layout, looks professional, and renders identically on every device including phones — the dominant device for tradies and on-the-go clients approving payments.
Common first-invoice mistakes (and how to dodge them)
- Vague line items. “Services rendered” tells the client’s bookkeeper nothing and slows approval. Be specific about what, when, and how much.
- No due date. Without one, you can’t chase a late payment. State it explicitly.
- Missing ABN. Without it, the client may withhold 47%. Always include it.
- Wrong GST treatment. If you’re not GST-registered, the word “Tax Invoice” must not appear and there must be no GST line.
- Bank details only in the PDF. Repeat them in the email body. Accounts teams shouldn’t have to open an attachment just to pay.
- Waiting weeks to send. Send the same day you finish the work. Cash flow lives or dies here.
What happens after you send
Track it. Note the issue date, the due date, and the day payment lands. If your due date passes without payment, send a friendly reminder the next business day — not weeks later. Our overdue-invoice follow-up guide has the exact email templates for the three escalation stages.
The ATO requires you to keep every invoice for at least 5 years — see how long to keep invoices for the record-keeping details. Cloud-stored invoices are accepted; paper isn’t required.
How Free Invoice App handles the first-time setup
Free Invoice App pre-fills your ABN, business name, and bank details once during setup, so every subsequent invoice is just a few fields. Invoice numbers auto-increment, GST calculations are automatic if you toggle GST-registered, PDFs generate on tap, and the email composer lets you send from inside the app. Get started free — your first invoice can be out the door in under 60 seconds.
Frequently asked questions
Do I have to send an invoice as a PDF?
PDF is the practical standard. Word documents can be edited, which causes disputes. PDFs lock the layout, look professional, and render the same on every device.
Where do I put my bank details on the invoice?
Near the bottom under a clear “Payment details” heading, and repeat them in the email body so accounts teams can pay without opening the attachment.
What if the client hasn’t given me their billing address?
Ask before sending. For invoices over $1,000, the ATO requires the buyer’s identity. A two-line email asking for the billing name and ABN avoids a reissue later.
How soon should I send my first invoice after finishing the work?
Same day or the next business day. The work is fresh in the client’s mind and approval is fastest while the project is still active.
Should I include payment terms on my first invoice?
Yes, with an explicit due date. Without a written due date you have no leverage to chase a late payment.