A mortgage broker invoice should identify the brokerage and client, describe the service, show the amount due and state how and when to pay. If the brokerage is registered for GST, the document must also meet the Australian Taxation Office requirements for a tax invoice.
Most Australian mortgage brokers receive commission from lenders, so a client invoice is usually needed only when the client has agreed to pay a separate fee. Confirm the fee in writing before work starts, then issue an invoice that matches the quote and the service delivered.
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Start with the parties and the invoice record
Show the brokerage’s legal or registered business name, ABN and contact details. Add the client’s correct name and billing address. A unique invoice number makes the document easier to trace through your accounting system, client file and bank records.
Record the issue date and payment due date separately. If the client accepted a written quote, use the same client name, fee basis and service description on both documents so the charge can be checked without interpreting different terms.
Describe the service and agreed fee
Use one line item for each agreed service. State what was supplied, the relevant date or period and the price. A description such as “broker fee” is too broad when the quote separates consultation work from loan application support.
Do not add an application fee, report cost, travel charge or late fee unless the client accepted it before the cost arose. If the fee changed, keep the written approval with the client file and make the invoice match that revised agreement.
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Use the correct GST treatment
An Australian business registered for GST should call the document a tax invoice. For a taxable sale under $1,000, the ATO requires enough information to identify the seller, the seller’s ABN, the issue date, what was supplied, the price, the GST amount and the extent to which the sale is taxable. A tax invoice for $1,000 or more must also identify the buyer or show the buyer’s ABN.
If the brokerage is not registered for GST, use “invoice” rather than “tax invoice” and do not charge GST. Check mixed, GST-free or unusual supplies with the brokerage’s accountant instead of adapting a standard template by guesswork.
Make the total and payment method clear
Show the subtotal, GST where applicable and total amount due. State the accepted payment method and include the reference the client should use. Keep bank details in a controlled template and verify any requested change through a separate channel before sending the invoice.
Give the client one contact for invoice questions. A short dispute process is more useful than a long legal disclaimer: ask the client to identify the invoice number and disputed item, then pause automated reminders while the brokerage checks the file.
Build the template around the accounting workflow
Use a locked master template with fixed fields for the brokerage identity, ABN and payment instructions. Add the brokerage logo only after the required invoice information is easy to read. Decorative elements should not compete with the amount due or due date.
Test the template with one real transaction before making it the default. Confirm that invoice numbers remain unique, GST calculates correctly and paid invoices reconcile to the accounting record. Store the invoice with the quote and client file under the brokerage’s record-keeping process.
Check the invoice before sending it
- Match the client and service details to the accepted quote.
- Check the invoice number, issue date and due date.
- Confirm the GST status and calculation.
- Recalculate the total and verify the payment details.
- Save the final invoice in the client and accounting records.
The common mistake is copying a generic overseas template that uses VAT or omits the ABN and GST fields. Start from the Australian tax rules, then add only the information needed to explain the agreed charge and build trust with the client.
