IT contractor invoice template for day rates and timesheets
IT contractors invoice monthly or fortnightly from an approved timesheet: days worked at the day rate, any approved overtime, and expenses the contract allows. The recruiter or client will not pay without the purchase order number, the period covered and, usually, the timesheet attached. GST at 10% goes on top of the day rate when you are registered.
Some recruiters issue recipient-created tax invoices (RCTIs) on your behalf; if yours does, you do not issue your own for those payments. Everyone else needs a tax invoice like this one, with your ABN and the buyer's ABN because the total is over $1,000.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Contract services, [role], September 2026: days worked (timesheet attached) | 20 | day | $950.00 | 10% | $19,000.00 |
Approved overtime, after-hours release | 4 | hr | $150.00 | 10% | $600.00 |
Travel to secondary site, approved per timesheet | 1 | each | $85.00 | 10% | $85.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Contract services, [role], September 2026: days worked (timesheet attached) | 20 | day | $950.00 | 10% |
| Approved overtime, after-hours release | 4 | hr | $150.00 | 10% |
| Travel to secondary site, approved per timesheet | 1 | each | $85.00 | 10% |
Suggested payment terms
Payment due 14 days from the invoice date as per the contract. Please quote the PO number on your remittance advice.
Suggested notes
Timesheets for the period attached and approved by [manager] on [date]. Days billed: [dates]. Contract reference: [number].
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The period covered and the days or hours worked, matching the approved timesheet
- The purchase order and contract reference numbers
- The client's ABN, since a tax invoice for $1,000 or more must identify the buyer
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
Do I add GST to my day rate?
If you are registered for GST, yes: the day rate is ex GST and 10% is added on the invoice. Contracts usually say "$950 a day plus GST" for that reason. If you are under $75,000 and not registered, you cannot charge GST.
The recruiter sends me an RCTI. Do I still invoice?
No. A recipient-created tax invoice is issued by the payer under a written agreement and replaces your invoice for those payments. Keep a copy of each one for your BAS. Invoice normally for any client that does not use RCTIs.
Can I claim the travel I invoice?
Travel you re-bill is income when the client pays it, and the cost you incurred is your expense. Both sides go through your books. The daily commute to a regular client site is not deductible, but re-billing approved travel to a secondary site is fine.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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