Business documents in Australia

Sole traders, partnerships, trusts and companies all apply for an ABN through the Australian Business Register. An ABN is 11 digits and is what customers, suppliers and the ATO use to identify you. Without one, a business customer may have to withhold tax from payments to you, which is why contractors quote their ABN on every invoice.

A company is registered with ASIC and receives a 9-digit ACN. Directors must hold a director identification number before appointment, and the company keeps a share register, records of resolutions and minutes, and responds to ASIC’s annual review. A Pty Ltd company’s ABN is usually its ACN with two extra digits at the front.

ASIC requires a company to show its full name and ACN — or an ABN that contains the ACN — on the first page of invoices and statements of account, receipts (other than machine-produced receipts), orders for goods and services, business letterhead, official notices, cheques and other documents the company signs or issues. Business cards, envelopes, packaging and vehicles are exempt. If several companies appear on a document, each ACN must sit next to the right name.

GST is 10% and is administered by the ATO under A New Tax System (Goods and Services Tax) Act 1999. A business must register once its GST turnover reaches A$75,000 (A$150,000 for non-profit bodies); taxi and ride-sourcing drivers must register regardless of turnover. Registered businesses report GST on a Business Activity Statement (BAS), lodged monthly, quarterly or annually depending on size and election.

If a GST-registered customer asks for a tax invoice for a taxable sale, you must provide one within 28 days. No tax invoice is needed for sales of A$82.50 or less including GST, although many businesses issue one anyway. The ATO’s required content depends on the value of the sale.

For sales under A$1,000, a tax invoice must show that it is intended to be a tax invoice; the seller’s identity and ABN; the date of issue; a brief description of what was sold, including quantity where relevant, and the price; the GST amount (or, if GST is exactly one-eleventh of the total, a statement that the total includes GST); and the extent to which each item is taxable. For sales of A$1,000 or more, the invoice must also show the buyer’s identity or ABN.

Where both parties agree in writing and the ATO permits it for that kind of supply, the buyer can issue a recipient-created tax invoice (RCTI) instead — common in agriculture, mining and some contractor arrangements.

Australians usually say “quote” rather than quotation, and in building and trade work the quote is often the contract itself once accepted. A quote should state whether prices include GST, what is excluded, how long it is valid, and the deposit and progress-payment terms. Australian Consumer Law protects consumers and small businesses against misleading pricing, so quote GST-inclusive prices to consumers.

Larger customers issue purchase orders and may reject invoices that do not quote the PO number. A signed delivery docket is standard for goods, remittance advice accompanies bank transfers, and monthly statements summarise what is outstanding.

Adjustment notes are the Australian GST term for credit or debit notes. When a price changes after a tax invoice is issued — because of a return, discount or error — an adjustment note records the change so both parties’ BAS figures stay correct. Receipts are useful proof of payment, especially for cash sales, but they are not a substitute for a tax invoice when one is requested.

Most private-sector employers are covered by the Fair Work Act 2009, the National Employment Standards and usually a modern award. Every new employee must receive the Fair Work Information Statement before or as soon as possible after they start. New casual employees also receive the Casual Employment Information Statement, and employees on a fixed-term contract receive the Fixed Term Contract Information Statement. A written employment contract or letter of offer sets out the role, classification under the award, pay rate, hours and notice.

Payslips must be given within one working day of pay day, on paper or electronically, even if the employee is on leave. The Fair Work Ombudsman lists what they must include: the employer’s name and ABN, the employee’s name, the pay period and payment date, gross and net pay, and any loadings, allowances, bonuses, penalty rates or other separately identifiable amounts. Where relevant they must also show the ordinary hourly rate and hours worked, or the annual salary rate, any deductions with the fund or account name, and super contributions with the fund’s name. Employee records must be kept for seven years.

Superannuation guarantee is 12%, calculated on qualifying earnings from 1 July 2026 rather than ordinary time earnings. Payday Super started on 1 July 2026: employers must now pay super with each pay cycle so that it reaches the employee’s fund within seven business days of payday, rather than quarterly, with some exceptions for new employees. Payroll reporting to the ATO happens through Single Touch Payroll.

When someone leaves, employers often provide a statement of service, and Services Australia may request an Employment Separation Certificate.

NDAs, service agreements, contractor agreements, distribution and agency contracts are routine. Contracts with independent contractors should be drafted carefully, because the label you use does not decide whether someone is legally an employee. Unfair contract terms in standard-form contracts with consumers and small businesses can be void and attract penalties, so review boilerplate terms before reusing a template.

The Electronic Transactions Act 1999 and its state equivalents generally allow electronic signatures, and companies can execute documents electronically under section 127 of the Corporations Act 2001, signed by two directors, a director and the company secretary, or a sole director. Deeds and documents dealing with land can have extra formalities that vary between states and territories.

Stamp duty is a state and territory tax, mainly on land, motor vehicles and some business asset transfers and insurance. Most everyday commercial agreements are not dutiable, but check with the relevant state revenue office before signing an agreement that transfers property or a business.

Imported goods with a combined value above A$1,000 need a full Import Declaration (N10), and duties, GST and charges must be paid before the goods are released. Air and sea cargo valued at A$1,000 or less can usually be cleared with a Self-Assessed Clearance (SAC) declaration, although tobacco and alcohol attract duty and taxes regardless of value. Goods going into a licensed warehouse use a Warehouse Declaration (N20).

Declarations are lodged through the ABF’s Integrated Cargo System (ICS), normally by a licensed customs broker, although importers can apply for their own ICS access. Supporting documents include the commercial invoice, bill of lading or air waybill, evidence of identity and any permits; the ABF asks importers to keep the relevant documents for five years after the declaration.

Exporters prepare a commercial invoice, packing list and export declaration, and a certificate of origin when the buyer wants to claim a free trade agreement rate. Food, agricultural and some other goods also need export certification from the Department of Agriculture, Fisheries and Forestry before they can leave Australia.

Australia uses the Peppol network for e-invoicing, with the ATO acting as the Peppol Authority that accredits access points. Commonwealth government agencies must be able to receive Peppol e-invoices, and suppliers that send them can benefit from faster government payment. There is no general B2B e-invoicing mandate, so a PDF tax invoice that meets the ATO content rules remains valid; GST is still reported on the BAS rather than through a clearance platform.

Keep tax records, including tax invoices and adjustment notes, for five years; employee records for seven years; and a company’s financial records for seven years under the Corporations Act. Records must be in English or readily convertible into English. Invoices for Australian sales are normally in Australian dollars; if you invoice in another currency, the GST amount must still be worked out in Australian dollars.