The Retainer Invoice is a critical document used in New Zealand business operations where professional services are provided on an ongoing basis under a pre-arranged agreement. It serves as both a billing instrument and a formal record of services rendered, incorporating all necessary elements required by New Zealand tax legislation, particularly the Goods and Services Tax Act 1985. This document type is typically used when a client has engaged a service provider on a retainer basis, where regular payments are made in exchange for guaranteed service availability or regular service provision. The Retainer Invoice should include detailed information about the billing period, services covered, GST calculations, and payment terms, while maintaining compliance with New Zealand's financial reporting and tax requirements.
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1. Invoice Header: Contains the document title, invoice number, date, and GST registration number
2. Business Details: Full legal name, address, and contact information of the business issuing the invoice
3. Client Details: Full name and address of the client being billed
4. Retainer Period: Specific time period covered by this retainer invoice
5. Retainer Services Summary: Brief description of the services covered under the retainer arrangement
6. Amount Details: Breakdown of charges, including retainer fee, GST, and total amount due
7. Payment Terms: Due date and accepted payment methods
8. Bank Details: Banking information for payment processing
1. Hours Breakdown: Detailed breakdown of hours worked or services provided, used when the retainer agreement requires tracking of actual time/services
2. Unused Hours/Credits: Statement of any carried forward or expired hours/credits from the previous period, if applicable to the retainer structure
3. Additional Charges: Any charges beyond the standard retainer fee, such as disbursements or extra services
4. Service Level Reference: Reference to service level agreements or minimum service guarantees, if part of the retainer arrangement
5. Special Notes: Any special instructions, variations, or one-time adjustments to the regular retainer arrangement
1. Service Detail Schedule: Detailed list of all services covered under the retainer arrangement
2. Time Report: Detailed timesheet or service delivery report for the billing period
3. Rate Card: Schedule of rates for any services beyond the retainer scope
4. Payment History: Record of previous payments and current standing, particularly useful for ongoing retainer relationships
Relevant legal definitions
Retainer Fee
Billing Period
Service Provider
Client
GST
Payment Due Date
Services
Additional Services
Unused Hours
Carried Forward Hours
Base Rate
Excess Hours
Payment Terms
Late Payment Fee
Disbursements
Service Credits
Invoice Date
Time Sheet
Authorized Representative
Business Day
Standard Hours
Non-Standard Hours
Service Level
Response Time
Minimum Commitment Period
Billing Period
Service Provider
Client
GST
Payment Due Date
Services
Additional Services
Unused Hours
Carried Forward Hours
Base Rate
Excess Hours
Payment Terms
Late Payment Fee
Disbursements
Service Credits
Invoice Date
Time Sheet
Authorized Representative
Business Day
Standard Hours
Non-Standard Hours
Service Level
Response Time
Minimum Commitment Period
Clauses
Relevant Industries
Legal Services
Consulting
Professional Services
Information Technology
Marketing and Advertising
Accounting and Financial Services
Business Advisory
Creative Services
Engineering Services
Property Management
Healthcare Services
Human Resources
Relevant Teams
Finance
Accounts
Administration
Client Services
Operations
Billing
Account Management
Financial Control
Revenue
Relevant Roles
Account Manager
Finance Manager
Billing Coordinator
Accounts Receivable Specialist
Business Development Manager
Financial Controller
Office Manager
Managing Director
Partner
Chief Financial Officer
Bookkeeper
Practice Manager
Client Services Manager
Operations Manager
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