Gone are the days of dragging out the laptop to raise an invoice. Whether you're a tradie wrapping up a job, a freelancer finishing a project, or a sole trader on the go — your phone is all you need to send a professional, ATO-compliant invoice in minutes.
This guide walks you through exactly how to do it, what the ATO requires on every invoice, and how to make sure you actually get paid on time.
What makes an invoice "professional" (and ATO-compliant)?
In Australia, if you're registered for GST, the ATO requires you to issue a tax invoice for any sale over $82.50 (including GST). A tax invoice isn't just any document with a total on it — it has specific required fields.
Here's exactly what needs to be on every invoice you send:
| Field | Notes |
|---|---|
| The words "Tax Invoice" Required | Must appear clearly — not just "Invoice" |
| Your business name & ABN Required | The ABN of the supplier (you) |
| Date issued Required | The date the invoice was created |
| Description of goods/services Required | Clear enough for the buyer to understand |
| GST amount GST registered only | Show GST separately or state "Total includes GST of $X" |
| Total amount payable Required | Include GST if applicable |
| Buyer's identity Required over $1,000 | Client's name or ABN required for invoices over $1,000 |
How to create an invoice on your phone — step by step
We'll use Quinvoix as the example, but these steps apply to any good mobile invoicing app.
Open your invoicing app and tap "New Invoice"
In Quinvoix, tap the + button on the Documents tab. Your business details are already pre-filled from your settings — so you're not starting from scratch every time.
Add your client's details
Enter the client's name, company, and email address. If you've invoiced them before, select them from your client list — no retyping needed.
Add your line items
Tap "Add Item" and enter a description, quantity, and unit price for each service or product. Be specific — "Consulting services" is fine, but "Website audit — 3 hours @ $150/hr" is better and holds up better if there's ever a dispute.
Set your tax rate
If you're GST registered, select GST (10%). Quinvoix will automatically calculate the GST amount and total. If you're not GST registered, select "No tax" or 0%.
Set a payment due date
14 days is the most common standard in Australia. 7 days is better for cash flow. 30 days is typical for larger clients or government work. Always set one — invoices without a due date get paid last.
Add your payment details
Include your BSB and account number in the notes section, or add bank details to your invoice template. The easier you make it to pay, the faster you get paid.
Preview and send
Tap Preview to check everything looks right, then send directly from the app as a PDF attachment or a shareable link. Your client gets a professional-looking invoice in their inbox in seconds.
What to do after you send it
Sending the invoice is half the job. Here's how to make sure you actually get paid:
Follow up on day 15 if you set a 14-day due date. A single short email is all it takes — "Hi [name], just checking in on invoice #INV-001, due yesterday. Let me know if you have any questions." Most late payments are just forgotten, not intentional.
Track your payment status. In Quinvoix, invoices automatically move from Outstanding → Partially Paid → Paid as you record payments. You can see at a glance what's owed without digging through emails.
Send a receipt when paid. Mark the invoice as paid in your app and send a payment confirmation. It's professional, and it gives your client a clean record for their own bookkeeping.
Common invoicing mistakes to avoid
Missing "Tax Invoice" wording. If you're GST registered and it just says "Invoice," it's technically non-compliant. Your client's accountant may reject it as a valid GST claim.
Forgetting your ABN. Without your ABN, clients may be required by law to withhold 47% of the payment. Always include it.
Vague descriptions. "Services rendered" doesn't hold up if a client disputes the charge. Be specific about what was delivered.
No due date. Without a due date, payment terms default to "whenever." Always set one — it creates a clear obligation.
Create your first invoice in under 2 minutes
Quinvoix is a mobile-first invoicing app built for Australian freelancers and sole traders. ATO-compliant, GST-ready, and designed for your phone.
Try Quinvoix free — 30 days →No credit card required. Cancel anytime.