What is an NZBN, and where does it go?

If you run a business in New Zealand, you probably have an NZBN, even if you have never used it. It is a single number that identifies your business, and it turns up on invoices, supplier forms and government services. Here is what it is, how to find yours, and where it goes when you invoice clients through BookAndGo.

What an NZBN is

NZBN stands for New Zealand Business Number. It is a thirteen-digit number that identifies a business across government agencies and with other businesses. Companies registered with the Companies Office were given one automatically, and sole traders, partnerships and trusts can get one too.

The idea is simple: one number that points to your up-to-date business details, such as your trading name, contact information and industry, so suppliers and agencies do not each need you to fill in the same details again.

Finding yours

The NZBN register is public and searchable on the NZBN website. Search for your business name and your number appears with the details on your record. If you are a sole trader and do not have one, the same website explains how to apply.

While you are there, check your details are current. An old phone number or address on your record is worth fixing, because other businesses may use it to find you.

Where it goes in BookAndGo

Add your NZBN in your business details once, and every invoice you send shows it, numbered in order and sent to the client by email. If you are GST-registered, add your GST number there too: it prints on every invoice that carries GST, beside the GST line.

Having the number on your invoices makes you easy to identify for clients who claim the cost through their own business, and it gives your invoices a consistent, professional look.

NZBN and GST are different things

Your NZBN identifies your business. Your GST number, which is your IRD number, relates to GST. They are separate numbers from separate places, and one cannot stand in for the other. Inland Revenue asks for your GST number on all but the smallest tax invoices, so if you are GST-registered, BookAndGo prints it on every invoice that carries GST, along with the GST line. Inland Revenue's guidance explains everything a tax invoice needs to show for your business.

If you are unsure what applies to you, your accountant is the best person to ask. It is a five-minute conversation that saves fixing invoices later.

Keeping your details tidy

Your NZBN record is only useful if it is current. If you change your trading name, move premises or change your phone number, update the record on the NZBN website as well as in your own business details.

In BookAndGo, the business details your invoices draw on are set once. Check your business name, address, NZBN, GST registration and GST number are right before you send your first invoice, because every invoice after that uses them. Invoices are numbered in order, so a tidy setup from the start means a tidy record from the start.

Who might ask for it

Clients who claim your service through their own business, larger organisations booking for staff, and other businesses you work with may ask for your NZBN. Having it on your invoices answers the question before it is asked, and saves a round of emails at the end of the month or financial year.

Government agencies use it to recognise your business across different services, which can save you entering the same details more than once.

Sole traders and new businesses

If you are just starting out as a sole trader, the NZBN website explains how to apply, and the application is made online. Getting your number early gives you a single identifier to use with suppliers and agencies from day one.

It is also worth deciding early how your business name appears. The name on your NZBN record, on your booking page and on your invoices should match, so a client who searches for you, books with you and receives an invoice sees one consistent business. If you trade under a different name from your company or registered name, record the trading name on your NZBN record too.