CrewNova / Practical guides
Film crew invoicing, minus the second guessing.
A good invoice tells the story of the job clearly: the dates you worked, the agreed rates, the extra time and what is being charged. Here is what NZ freelance screen crew should check.
Invoice summary
Show the work behind the total
- Project
- Example Production
- Service date
- 12 October 2026
- Crew day
- Agreed rate
- Overtime
- Separately itemised
- Expenses
- Supported by receipts
Fictional example, not a product screenshot.
Crew invoices are easiest to review when they follow the details of the engagement. The goal is not extra paperwork: it is enough clarity that your production can understand each line without guessing.
What a professional crew invoice should make clear
For freelancers in film, television and commercials, a useful invoice is easy for both you and the production accounts team to reconcile. It should explain what service was supplied, which project it relates to, and how the amount was determined.
Identify both parties
Your legal or trading name and contact details, along with the production or entity you are billing.
Connect it to the job
Project title, invoice number, service dates and any agreed job or purchase order reference.
Show the agreed charges
Rate basis, relevant days or hours, approved extras, deductions or adjustments where applicable.
Make payment practical
Invoice date, agreed payment terms, account details and an unmistakable amount due.
These are practical invoice-design recommendations. Tax record requirements are separate and depend on circumstances, including whether the supplier is registered for GST.
Build each line from accurate working time
Time calculations become confusing when you try to reconstruct a shoot from memory. Keep the original information together before preparing the invoice.
Swipe or use the arrow keys to see all columns.
| Record | Why it matters |
|---|---|
| First call and last wrap | Creates a clear record of the working period. |
| Meal and other breaks | Lets you apply the correct paid or unpaid treatment under the engagement. |
| Approved overtime or penalties | Separates extra charges from the underlying rate and provides an audit trail. |
| Travel, kit and expenses | Makes reimbursable or chargeable items identifiable and supports approvals. |
| Project, shoot day and cost code | Helps production reconcile the invoice to its own records. |
Keep supporting documents such as call sheets, approved timesheets and receipts where appropriate. A clear invoice may prevent avoidable queries without suggesting payment is guaranteed or automatic.
Be careful with overtime rules
Do not assume there is one universal overtime multiplier for every New Zealand screen engagement. Rates, standard days, break treatment, overtime and penalties depend on the relevant contract, engagement structure and any applicable collective terms.
The Screen Industry Guild's Blue Book is an important industry reference. The Screen Industry Workers Act 2022 also addresses requirements around terms of engagement. Neither means you should apply an assumed rate without checking the actual agreement.
GST and taxable supply information in New Zealand
Inland Revenue changed the GST invoice record rules from 1 April 2023. The legal language now refers to taxable supply information, rather than requiring a document specifically titled “tax invoice”. Relevant information may be held across more than one record, depending on the supply and transaction.
If you are GST registered, use Inland Revenue's taxable supply information guidance to check the details your situation requires. If you are not GST registered, do not add GST to your invoice.
Also keep the required business records. Inland Revenue's record-keeping guidance explains retention expectations and how records support tax returns.
A final check before you send
Match the brief and approved times
Check work dates, the agreed rate, travel and any authorised overtime against records.
Confirm your billing entity and GST status
Make sure your business details and tax treatment reflect your actual registration and circumstances.
Review receipts and calculations
Check duplicates, rounded time, equipment, kilometres and supporting evidence.
Make the next action obvious
Send to the agreed accounts contact with the correct reference and payment terms.
CrewNova's early-access tools support itemised worked hours, rates and overtime so crew can prepare clearer invoices. You are still responsible for checking the entered details and agreed terms.
Common questions
Should I add GST if I am not GST registered?
Does the Blue Book set the rate for every production?
Is a PDF invoice enough for GST record keeping?
CrewNova editorial guide. Verify relevant industry, location and tax guidance before relying on it for a specific production or engagement. Information is general, not legal or tax advice.