The Time and Materials Invoice is essential for businesses operating in New Zealand that provide services and materials on a non-fixed-price basis. This document type is particularly relevant when the exact scope of work cannot be predetermined or when services are provided on an ongoing basis. The invoice must comply with New Zealand's GST requirements and include specific elements such as GST registration numbers, tax calculations, and detailed breakdowns of time and materials. It serves as a formal record of actual work performed and materials supplied, protecting both service providers and clients by providing transparent cost tracking and billing. This document type is commonly used in professional services, construction, consulting, and various other sectors where billing is based on actual resources utilized rather than fixed prices.
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1. Invoice Header: Company details, invoice number, date, and GST registration number
2. Client Information: Full legal name and address of the client
3. Service Period: The period during which services were provided
4. Time Charges: Breakdown of hours worked, rate per hour, and total time charges
5. Material Costs: Itemized list of materials used with unit costs and quantities
6. GST Calculation: Clear breakdown of GST amount and calculation
7. Total Amount Due: Sum of all charges including GST
8. Payment Terms: Due date and acceptable payment methods
9. Bank Details: Company bank account information for payment
1. Purchase Order Reference: Include when client has provided a PO number for their internal tracking
2. Project Reference: When work relates to a specific project or contract number
3. Discount Applied: When any discounts or special rates have been applied to the standard charges
4. Previous Balance: Include if there are any outstanding amounts from previous invoices
5. Travel Expenses: When charging for travel time or travel-related expenses
6. Additional Charges: For any surcharges, emergency rates, or special fee arrangements
7. Payment History: When showing previous payments or partial payments received
1. Schedule A - Time Sheet: Detailed breakdown of dates, times, and activities performed
2. Schedule B - Material Details: Detailed list of materials including specifications and supplier information
3. Schedule C - Rate Card: Agreed rates for different types of work or different staff levels
4. Appendix 1 - Supporting Documentation: Copies of receipts, delivery notes, or other supporting evidence
5. Appendix 2 - Work Authorization: Copies of relevant work orders or client authorizations
Relevant legal definitions
Service Provider
Client
Services
Materials
Time Charges
Hourly Rate
Standard Hours
Overtime Hours
GST
Payment Due Date
Late Payment
Invoice Period
Purchase Order
Authorized Representative
Working Day
Material Costs
Reimbursable Expenses
Travel Time
Unit Rate
Billable Hours
Supporting Documentation
Payment Terms
Service Location
Delivery Location
Rate Card
Additional Charges
Emergency Rate
Project Reference
Work Authorization
Client
Services
Materials
Time Charges
Hourly Rate
Standard Hours
Overtime Hours
GST
Payment Due Date
Late Payment
Invoice Period
Purchase Order
Authorized Representative
Working Day
Material Costs
Reimbursable Expenses
Travel Time
Unit Rate
Billable Hours
Supporting Documentation
Payment Terms
Service Location
Delivery Location
Rate Card
Additional Charges
Emergency Rate
Project Reference
Work Authorization
Clauses
Payment Terms
GST Requirements
Time Recording
Material Charges
Service Delivery
Rate Application
Invoice Disputes
Late Payment
Currency
Bank Details
Expenses
Work Authorization
Service Location
Delivery Terms
Price Adjustment
Record Keeping
Documentation Requirements
Disclaimer
Additional Charges
Payment Methods
GST Requirements
Time Recording
Material Charges
Service Delivery
Rate Application
Invoice Disputes
Late Payment
Currency
Bank Details
Expenses
Work Authorization
Service Location
Delivery Terms
Price Adjustment
Record Keeping
Documentation Requirements
Disclaimer
Additional Charges
Payment Methods
Relevant Industries
Construction
IT Services
Engineering
Consulting
Professional Services
Manufacturing
Maintenance Services
Project Management
Software Development
Architecture
Interior Design
Legal Services
Business Advisory
Telecommunications
Building Services
Relevant Teams
Finance
Accounts Receivable
Operations
Project Management
Administration
Commercial
Billing
Accounting
Contract Administration
Client Services
Relevant Roles
Finance Manager
Accounts Receivable Clerk
Project Manager
Account Manager
Billing Coordinator
Financial Controller
Office Administrator
Bookkeeper
Contract Administrator
Operations Manager
Service Delivery Manager
Business Owner
Managing Director
Accountant
Cost Controller
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