Getting paid on time is the lifeblood of any arborist business. Yet too many tree care operators treat invoicing as an afterthought – hastily scribbling job details on the back of a quote, sending incomplete invoices days after the work is done, or failing to follow up when payments run late. The result? Cash flow problems, awkward conversations with clients, and money left on the table.
A professional, well-structured invoice does more than request payment. It protects your legal position, ensures GST compliance, reinforces your credibility, and makes it easy for clients to pay you promptly. Whether you are a sole trader with a ute and a chainsaw or running a multi-crew operation, your invoicing process directly impacts your bottom line.
In this guide, we will walk you through everything you need to know about arborist invoicing in Australia – from legal requirements and best practices to common mistakes and software options. We have also included a breakdown of what a professional arborist invoice template should contain, so you can create your own or adapt one to suit your business.
What Every Arborist Invoice Must Include
Australian tax law sets out specific requirements for invoices. If you are registered for GST – which is mandatory once your annual turnover reaches $75,000 – your invoices must meet the ATO’s tax invoice requirements. Even if you are under the threshold and not GST-registered, including complete information on every invoice is good practice and makes life easier when you grow.
Legal Requirements
Australian Business Number (ABN)
Your ABN must appear on every invoice. This 11-digit number identifies your business to the ATO, your clients, and anyone else who needs to verify your legitimacy. Clients who pay invoices without an ABN may be required to withhold 47% of the payment and remit it to the ATO – so leaving it off creates problems for everyone.
Business Name and Contact Details
Include your registered business name (if different from your personal name), trading name, address, phone number, and email. This makes it easy for clients to contact you about the invoice and establishes your professionalism.
Invoice Date
The date you issue the invoice. This is important for tracking payment terms and for GST reporting purposes if you use accrual accounting.
Invoice Number
Every invoice needs a unique sequential number. This is essential for your own record-keeping, for client reference when making payments, and for any queries or disputes. Most accounting software assigns these automatically, but if you are invoicing manually, establish a simple numbering system (e.g., INV-001, INV-002 or 2026-001, 2026-002).
Client Details
Include the client’s name (or business name), address, and ABN if they are a business. For tax invoices over $1,000, you must include the buyer’s identity or ABN.
Description of Services
A clear description of the work performed. We will cover this in more detail below, but the description should be specific enough that the client knows exactly what they are paying for.
Total Amount Payable
The total amount due, clearly stated.
GST Requirements If Registered
If you are GST-registered, your invoices must meet additional requirements to be valid tax invoices:
- State that it is a tax invoice (the words “Tax Invoice” should appear prominently)
- Show the GST amount separately, or state that the total price includes GST
- For invoices of $1,000 or more, show the price and GST for each line item
Example:
- Tree removal (large eucalyptus) – $2,200 (includes GST of $200)
- Stump grinding – $440 (includes GST of $40)
- Total: $2,640 (includes GST of $240)
Alternatively, you can show prices exclusive of GST and add the GST at the bottom:
- Tree removal (large eucalyptus) – $2,000
- Stump grinding – $400
- Subtotal: $2,400
- GST (10%): $240
- Total: $2,640
If your invoices do not meet tax invoice requirements, your clients cannot claim GST credits on their business purchases – which may cause issues for commercial clients, councils, and body corporates.
For a comprehensive guide to GST obligations for arborists, see our article on GST for arborist businesses.
Payment Terms
Your payment terms should be clearly stated on every invoice. Common options include:
- Due on receipt – Payment expected immediately
- 7 days – Common for residential work
- 14 days – A reasonable middle ground
- 30 days – Standard for commercial and council contracts
State your preferred payment methods (bank transfer, credit card, cash) and include your bank account details for electronic payments. Making it easy to pay you is one of the simplest ways to get paid faster.
Job Description and Location
Include the property address where the work was performed. This is particularly important if the client has multiple properties or if the invoice is going to a property manager, body corporate, or council rather than the property owner.
Best Practices for Arborist Invoicing
Meeting the legal requirements is the bare minimum. Implementing these best practices will help you get paid faster, reduce disputes, and present a professional image to your clients.
Itemise Work Clearly
Avoid vague descriptions like “tree work” or “garden maintenance.” Instead, describe exactly what was done:
Poor:
- Tree work – $1,800
Better:
- Removal of dead Liquidambar (front yard, approx. 12m height) including sectional dismantle and all green waste removed – $1,400
- Crown reduction of Jacaranda (rear yard) by approximately 25% to improve clearance from roof – $400
Detailed descriptions:
- Justify your pricing to the client
- Reduce disputes about scope
- Provide a clear record if issues arise later
- Demonstrate professionalism and expertise
If you quoted on specific works, your invoice descriptions should align with the quote so the client can see exactly what they agreed to and what was delivered.
Include Photos of Completed Work
This is one practice that sets professional arborists apart. Taking before and after photos of each job and attaching them to your invoice (or providing a link to a shared folder) offers several benefits:
- Provides visual proof that work was completed to specification
- Reduces disputes about scope or quality
- Creates a record if the client later claims work was not done
- Impresses clients and reinforces your professional reputation
- Useful for your own portfolio and marketing
Most invoicing software allows you to attach files. If you are invoicing manually, consider using a cloud storage service like Google Drive or Dropbox to share photos.
Set Clear Payment Terms
Choose your payment terms deliberately based on the type of client and work:
| Client Type | Recommended Terms | Notes |
|---|---|---|
| Residential | 7-14 days | Residential clients often pay faster if terms are shorter |
| Commercial | 14-30 days | Businesses often work on monthly payment cycles |
| Council/Government | 30 days | Councils typically have fixed payment cycles |
| Large projects | Progress payments | Request deposits or stage payments for major work |
For larger jobs, consider requesting a deposit before work commences. A 20-50% deposit is reasonable for significant tree removals or multi-day projects. This improves your cash flow and ensures the client is committed.
State your payment terms on both your quotes and your invoices, so there are no surprises.
Follow Up on Overdue Invoices
Having a systematic follow-up process is essential. Many arborists feel uncomfortable chasing payments, but remember – you have done the work, and you deserve to be paid.
Suggested follow-up timeline:
- Day of invoice: Send invoice via email with a polite note thanking them for their business
- Day 7 (or due date): Send a friendly reminder that payment is now due
- Day 14 (7 days overdue): Follow up with a phone call or more direct email
- Day 21 (14 days overdue): Send a formal notice that payment is required immediately
- Day 30+: Consider formal debt recovery action or a debt collection agency
Most late payments are due to oversight rather than deliberate avoidance. A friendly reminder often triggers immediate payment. Accounting software can automate these reminders, saving you time and awkwardness.
Invoice Promptly
Send your invoice as soon as the job is complete – ideally on the same day. The longer you wait, the less urgency the client feels, and the more likely the invoice is to slip down their priority list.
If you are on site, invoicing from your phone or tablet using cloud accounting software means you can send the invoice before you even leave the property.
Common Invoicing Mistakes Arborists Make
Over the years working with arborist businesses, we have seen the same invoicing mistakes come up repeatedly. Avoid these pitfalls to protect your cash flow and your professional reputation.
Forgetting GST
If you are GST-registered, you must charge GST on your services. Forgetting to add GST means you are either:
- Out of pocket by 10% (if you absorb the cost yourself), or
- Issuing non-compliant invoices (if you try to claim the GST was included when it was not)
Build your pricing on GST-exclusive figures and add GST on top. This ensures you always collect what you are owed.
Equally important: if you are under the $75,000 threshold and not GST-registered, do not charge GST. This is illegal and creates compliance issues.
For more on tax compliance for arborists, see our tax compliance services.
Unclear Job Descriptions
Vague invoices invite disputes. If a client queries your invoice and you cannot clearly explain what the charge covers, you are on the back foot. Worse, if you end up in a payment dispute, an unclear invoice makes it hard to prove your case.
Always describe the work in enough detail that someone who was not present could understand what was done.
Not Keeping Records
The ATO requires you to keep business records – including invoices – for at least five years. If you are audited and cannot produce your records, you may face penalties and amended assessments.
Keep copies of all invoices you issue, along with supporting documents like quotes, job notes, and photos. Cloud accounting software stores these automatically and makes retrieval easy.
Slow Invoicing
The longer you wait to invoice, the harder it is to get paid. Clients forget the details of the job, urgency fades, and your invoice joins a pile of paperwork.
Best practice: invoice on the same day the job is completed. If that is not possible, invoice within 48 hours at most.
Missing or Incorrect Bank Details
It sounds basic, but we regularly see invoices with missing BSB numbers, incorrect account numbers, or no payment instructions at all. If the client cannot figure out how to pay you, they will not pay you – at least not quickly.
Double-check your bank details on every invoice template and make them prominently visible.
Not Following Up
Many arborists send an invoice and then simply hope for the best. When the payment does not arrive, they feel awkward about following up. This is a mistake.
Following up on overdue invoices is not rude – it is professional. A simple, polite reminder is usually all it takes to prompt payment. If you are uncomfortable with this, use automated reminders through your accounting software.
Invoicing Software Options for Arborists
Manual invoicing – using Word documents, Excel spreadsheets, or handwritten invoices – works for a while, but it is inefficient and error-prone. As your business grows, investing in proper invoicing software pays for itself many times over.
Here are the main options Australian arborists should consider.
Xero
Xero is the most popular cloud accounting platform in Australia and is widely used by arborist businesses. Key features include:
- Professional invoice templates
- Automated payment reminders
- Bank feed integration for easy reconciliation
- Mobile app for invoicing on the go
- Integration with hundreds of other business tools
- Real-time financial reporting
Cost: From $29/month for basic invoicing up to $79/month for full accounting features.
Best for: Businesses wanting a comprehensive accounting solution, those working with an accountant or bookkeeper, and growing operations.
For more on choosing accounting software, see our guide to the best accounting software for arborists.
QuickBooks Online
QuickBooks is another strong option, particularly for businesses that want strong invoicing features with full accounting capability.
- Easy-to-use interface
- Strong invoicing and payment tracking
- Receipt capture and expense tracking
- Payroll add-on available
- Good mobile app
Cost: From $15/month (Simple Start) to $56/month (Plus).
Best for: Sole traders and small teams wanting a balance of simplicity and capability.
MYOB
MYOB has been a fixture in Australian small business for decades. The online version offers:
- Invoice creation and tracking
- Bank feeds and reconciliation
- BAS preparation tools
- Payroll functionality
- Local Australian support
Cost: From $25/month for essentials up to $90/month for comprehensive features.
Best for: Businesses that prefer a traditional Australian provider with strong local support.
Square Invoices
If you primarily want invoicing without full accounting features, Square Invoices is a solid free option.
- Free to send invoices
- Accept card payments (fees apply on transactions)
- Simple, clean interface
- Works well on mobile
- Automatic payment reminders
Cost: Free to use. Transaction fees of 1.6% for card payments.
Best for: Sole traders who want simple invoicing, particularly those who want to accept card payments easily.
Free Alternatives
If you are just starting out and budget is tight, there are free options:
- Wave: Free invoicing and accounting software with Australian GST support
- Invoice Ninja: Open-source invoicing platform
- Zoho Invoice Free: Basic free tier with limited features
Keep in mind that free software often has limitations – fewer features, less support, or restrictions on the number of invoices you can send. Most arborists find that paid software pays for itself through time savings and better cash flow management.
Sample Arborist Invoice Template Breakdown
A professional arborist invoice should include all the elements we have discussed, organised in a clear and logical layout. Here is a breakdown of what your template should contain:
Header Section
- Your business logo (if you have one)
- “TAX INVOICE” prominently displayed (if GST-registered)
- Your business name, ABN, address, phone, and email
- Your bank account details for payment
Invoice Details
- Invoice number
- Invoice date
- Due date (based on your payment terms)
- Client name, address, and ABN (if applicable)
- Property/job site address (if different from client address)
Line Items
A table with columns for:
- Description of work
- Quantity (if applicable – e.g., number of trees, hours worked)
- Unit price (excluding GST)
- GST amount
- Line total (including GST)
Totals Section
- Subtotal (excluding GST)
- GST amount
- Total amount payable
Footer
- Payment terms and methods
- Any additional notes (e.g., thank you message, warranty information)
- Contact details for queries
Optional Extras
- Job reference number (if using job management software)
- Purchase order number (for commercial clients who require this)
- Photo attachments or links
- QR code for payment (some banks offer this feature)
Frequently Asked Questions
Do I need to issue a tax invoice if I am not registered for GST?
If you are not registered for GST (because your turnover is below $75,000 and you have not voluntarily registered), you do not issue tax invoices – you issue regular invoices. The key difference is that you should not charge GST, and your invoices should not state “Tax Invoice” or show GST amounts. You still need to include your ABN, business details, and all the other standard invoice elements.
How long should I keep copies of my invoices?
The ATO requires you to keep business records for at least five years from when you prepared or obtained them, or from when the transactions covered were completed – whichever is later. This includes copies of all invoices you issue, as well as invoices you receive for business purchases. Cloud accounting software stores these automatically and makes retrieval straightforward if you are ever audited.
What should I do if a client refuses to pay?
Start with polite but persistent follow-up. Most late payments are due to oversight or cash flow issues on the client’s end, not deliberate refusal. If polite reminders do not work, send a formal letter of demand setting a final deadline for payment. If the client still does not pay, you have several options: engage a debt collection agency, apply to the relevant tribunal or court for a small claims order, or (as a last resort) write off the debt. Document all communication and keep records of the work completed in case you need to prove your case.
Can I charge interest on overdue invoices?
Yes, but only if you have agreed this with the client upfront – ideally stated on your quote and your invoice. Charging interest or late payment fees without prior agreement can create disputes and is generally not enforceable. If you want to charge interest, state clearly in your terms: “A late payment fee of X% per month applies to overdue invoices.” Reasonable rates are typically in the range of 1-2% per month.
Get Your Invoicing and Financial Systems Right
Professional invoicing is just one part of running a financially healthy arborist business. If you are struggling with cash flow, spending too much time on admin, or unsure whether your pricing and invoicing processes are up to scratch, we can help.
At Arbour Advisory, we work exclusively with arborists and tree care businesses across Australia. Our tax compliance services ensure you meet all your GST and reporting obligations, while our growth advisory services help you build a business that is profitable, sustainable, and professionally run.
Ready to take the hassle out of your business finances? Book a free consultation with our team to discuss your needs.
George Morice is a Chartered Accountant and the founder of Arbour Advisory, an accounting firm that works exclusively with arborists and tree care businesses across Australia.
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