Industry template
IT & SaaS Invoice Template — Australia
A complete invoice template for IT service providers, SaaS companies, managed service providers (MSPs) and software developers — covering subscriptions, licences, project work and support. ATO-compliant.
IT and SaaS invoicing involves subscription billing, user-based pricing, one-off project engagements and variable support. The invoice structure needs to be clear enough for a non-technical accounts payable team to process — and precise enough for the client's IT manager to verify. GST on digital services and exported software also has specific rules that are worth understanding.
Use our free invoice generator to create your invoice, or apply the template structure below.
IT & SaaS invoice — template structure
Invoice header
TAX INVOICE [Your Company Name] Pty Ltd ABN: [XX XXX XXX XXX] [Your Address] [Your Phone] | [email protected] [yourcompany.com.au] Invoice No.: [INV-2026-0199] Invoice Date: [DD Month YYYY] Due Date: [DD Month YYYY] To: [Client Business Name] ABN: [Client ABN] [Client Address] Attention: [Accounts Payable / IT Manager] Account No.: [Your internal account number] PO No.: [Client PO if required] Billing period: [1 Month YYYY] to [30 Month YYYY] ← for recurring invoices
Line items — SaaS / subscription
Description Qty Unit price Amount (ex GST) ──────────────────────────────────────────────────────────────────────────────────── [Platform Name] — Business tier 1 month $490.00 Includes: up to 50 users, 5TB storage, priority support, API access Period: 1 July 2026 – 31 July 2026 Additional user licences 8 seats/mth $12.00 $96.00 Users 51–58: [list usernames or provide separately] SMS notifications add-on 1 month $35.00 ──────────────────────────────────────────────────────────────────────────────────── Subscription subtotal (ex GST) $621.00
Line items — managed services (MSP)
Description Qty Unit price Amount (ex GST) ──────────────────────────────────────────────────────────────────────────────────── Managed IT — Essentials tier (20 devices) 1 month $1,800.00 Includes: endpoint monitoring, patch management, helpdesk (business hours), backup verification Period: 1 July 2026 – 31 July 2026 Additional devices (devices 21–26) 6 devices/mth $60.00 $360.00 Microsoft 365 Business Standard (resold) 22 seats/mth $27.50 $605.00 ──────────────────────────────────────────────────────────────────────────────────── Managed services subtotal (ex GST) $2,765.00 Professional services — variable ──────────────────────────────────────────────────────────────────────────────────── Server migration — Stage 2 (7 hrs @ $185/hr) 7 hours $185.00 $1,295.00 After-hours callout — [DD Month] (2 hrs) 2 hours $240.00 $480.00 ──────────────────────────────────────────────────────────────────────────────────── Professional services subtotal (ex GST) $1,775.00 ──────────────────────────────────────────────────────────────────────────────────── Total ex GST $4,540.00 GST (10%) $454.00 ──────────────────────────────────────────────────────────────────────────────────── Total inc GST $4,994.00
Payment details & footer
Payment details: Bank: [Your Bank] BSB: [BSB] Account No.: [Account number] Account name: [Your Company Name] Reference: INV-2026-0199 Payment terms: [14] days from invoice date. Recurring invoices are issued on the [1st] of each month for that month's services. Auto-payment: If you have authorised direct debit, this invoice will be debited on [Due Date]. This is a tax invoice for the purposes of the A New Tax System (Goods and Services Tax) Act 1999.
GST on digital products and exported software
GST rules for digital products and SaaS are specific:
- Software or SaaS sold to Australian businesses
- Standard 10% GST applies. Issue a tax invoice with GST shown.
- Software or SaaS exported to overseas customers
- Generally GST-free if the supply is used outside Australia. The customer must be an overseas entity using the software outside Australia. If the supply is connected to Australia, standard GST applies. Seek accounting advice for your specific circumstances.
- Foreign suppliers selling digital services into Australia
- Since 2017, foreign suppliers of digital services to Australian consumers must register for GST in Australia under the "Netflix tax" rules. This affects pricing decisions if you are reselling offshore SaaS.
- Reselling Microsoft, Adobe or other vendor licences
- When you resell software licences as a CSP or reseller, you are making a supply and must charge GST. The vendor may or may not include GST in your wholesale cost — check your reseller agreement.
Payment terms guidance for IT & SaaS
- Recurring subscription — invoice in advance
- SaaS and MSP subscriptions should be invoiced at the start of the billing period. If a client cancels, issue a credit for unused time per your terms. This is standard practice and reduces your debtor exposure.
- 14 days for project work
- Professional services, project fees and variable support should be on 14-day terms, invoiced monthly or on milestone completion.
- Direct debit authority
- For recurring clients, a signed direct debit authority eliminates payment delays on subscriptions. Issue the tax invoice as a record even when debiting automatically.
- Suspend access on non-payment
- Make your right to suspend or downgrade service on non-payment clear in your terms of service and on each invoice. This is a legitimate and effective lever — but must be stated clearly before you act on it.
Related tools and guides
- Invoice Generator — ATO-compliant tax invoices, free
- Statement Generator — track subscription and project billing
- Recurring Invoices & Retainers
- Australian Tax Invoice Requirements
- Setting Payment Terms for B2B
- Adding Late Fees in Australia
- Merion Free Tools
- Refer a debt to Merion
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