This Terms and Conditions for Invoice document is designed for use by New Zealand businesses when establishing standardized rules and procedures for their invoicing processes. It serves as a crucial legal framework that protects both the business issuing invoices and their customers, ensuring clarity in payment obligations and consequences of non-payment. The document is particularly important in the New Zealand context, where it must comply with specific legislative requirements including GST regulations, fair trading laws, and electronic transactions legislation. These terms and conditions should be implemented when a business needs to formalize its invoicing procedures, whether for B2B or B2C transactions, and should be regularly reviewed to ensure ongoing compliance with New Zealand law and business practices.
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1. 1. Parties: Identifies the business issuing the invoice (supplier) and the types of customers these terms apply to
2. 2. Background: Brief context explaining the purpose of these terms and conditions and their application to invoices
3. 3. Definitions: Defines key terms used throughout the document including 'Invoice', 'Due Date', 'Goods', 'Services', 'GST' etc
4. 4. Application of Terms: Explains how and when these terms apply, including acceptance mechanisms
5. 5. Price and Payment Terms: Details pricing, GST, payment methods, due dates, and late payment consequences
6. 6. Default and Consequences: Outlines what constitutes default and the consequences, including interest charges and collection costs
7. 7. GST and Tax Compliance: Addresses GST requirements and tax invoice specifications as per NZ law
8. 8. Dispute Resolution: Process for handling disputed invoices and resolution procedures
9. 9. Privacy and Data Protection: How invoice-related personal/business information is handled and protected
10. 10. General Provisions: Standard clauses including governing law, amendments, and severability
1. Credit Terms: Include when offering credit facilities or delayed payment options to customers
2. Retention of Title: Include for businesses selling goods to protect ownership until full payment
3. Electronic Invoicing: Include when using electronic invoicing systems, covering digital acceptance and processing
4. International Transactions: Include when dealing with international customers, covering currency and cross-border requirements
5. Security Interest: Include when requiring registration of security interests under PPSA
6. Volume Discounts: Include when offering quantity-based or loyalty discount structures
7. Service Level Requirements: Include for service-based businesses with specific performance metrics
1. Schedule 1: Payment Terms Matrix: Detailed breakdown of payment timeframes, early payment discounts, and late payment penalties
2. Schedule 2: Fee Schedule: Comprehensive list of standard fees, charges, and calculation methods
3. Schedule 3: Approved Payment Methods: List of accepted payment methods and associated processing requirements
4. Appendix A: Invoice Template: Standard invoice format including all required fields as per NZ law
5. Appendix B: Credit Application Form: Standard form for customers requesting credit terms
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