About Sparrow
10 FAQs- What is Sparrow Invoicing?
- Sparrow Invoicing is an online invoicing solution designed for small to medium-sized businesses in New Zealand and Australia.
- Who can use Sparrow Invoicing?
- Sparrow can be used by sole traders, freelancers, trades and contractors, real estate agents, insurance brokers, service businesses and small to medium-sized businesses.
- Is Sparrow only for invoicing?
- Sparrow focuses on simple, professional invoicing. Additional business features may be added over time.
- Can I use Sparrow in New Zealand?New Zealand
- Yes. Sparrow supports New Zealand business invoicing, including GST-ready invoices.
- Can I use Sparrow in Australia?Australia
- Yes. Sparrow supports Australian business invoicing, including GST-ready tax invoice details.
- Is Sparrow suitable for GST-registered businesses?
- Yes. Sparrow helps GST-registered businesses create invoices that show GST details clearly.
- Can non-GST-registered businesses use Sparrow?
- Yes. Non-GST-registered businesses can create standard invoices without charging GST.
- Does Sparrow replace my accountant?
- No. Sparrow helps with invoicing and records, but it does not replace professional tax or accounting advice.
- Is Sparrow cloud-based?
- Yes. Sparrow is designed as an online software platform, so users can access it through a supported browser.
- Can I access Sparrow from mobile or tablet?
- Yes. Sparrow is designed to work across desktop, laptop, tablet and mobile devices.
Account setup
10 FAQs- How do I set up my business in Sparrow?
- You can add your business name, trading name, GST number or ABN, contact details, logo, address and invoice settings.
- Can I upload my business logo?
- Yes. You can upload your logo so it appears on invoices, quotes and PDF documents.
- Can I add my GST number or ABN?
- Yes. New Zealand users can add a GST number, and Australian users can add an ABN.
- Can I update my business details later?
- Yes. You can update your business details from the organisation or company settings area.
- Can I manage more than one business?
- Sparrow can support more than one organisation, allowing users to switch between businesses when this option is available.
- Can I invite team members?
- Yes. Business owners or authorised users can invite team members and assign access levels.
- Can I control staff permissions?
- Yes. Permissions help control who can create, edit, approve, send or manage invoices and credit notes.
- Can I remove a staff member?
- Yes. Admin users can remove or deactivate a staff member's access.
- Can I change my invoice numbering settings?
- Invoice numbering can be set in Sparrow, but system-generated invoice numbers should not be manually changed once issued.
- Can I choose NZD or AUD?
- Yes. Businesses can use the appropriate base currency, such as NZD for New Zealand or AUD for Australia.
Customers & items
10 FAQs- How do I add a customer?
- Go to Customers, select New Customer, then enter the customer's name, contact details, billing address and email.
- Can I edit customer details?
- Yes. You can update customer details when information changes.
- Can I add a customer's GST number or ABN?
- Yes. You can record relevant tax identifiers where needed.
- Can I create invoices without saving a customer?
- For proper records, it is better to create or select a customer before issuing an invoice.
- Can I add products or services?
- Yes. Sparrow allows you to create reusable products or services for faster invoicing.
- Can I add custom descriptions to invoice lines?
- Yes. You can add or edit line descriptions to explain the goods or services provided.
- Can I use different prices for the same item?
- Yes. You can adjust the rate on an invoice if the price is different for a specific customer or job.
- Can I add GST to selected items only?
- Yes. Each line item can use the correct GST treatment depending on the transaction.
- Can I archive old customers or items?
- Yes. Old customers or items can be archived if you no longer want them to appear in active lists.
- Can I search customers and items?
- Yes. Search and filters help you quickly find customers, products and services.
Quotes & invoices
15 FAQs- How do I create a new invoice?
- Go to Invoices, select New Invoice, choose a customer, add line items, check GST and totals, then save or approve.
- What is a draft invoice?
- A draft invoice is still being prepared and has not yet been approved or sent.
- What is an approved invoice?
- An approved invoice is ready for use and may be sent to the customer.
- What is a sent invoice?
- A sent invoice has been emailed or issued to the customer.
- Can I edit a draft invoice?
- Yes. Draft invoices can usually be fully edited before approval.
- Can I edit an approved invoice?
- Yes, but some fields may be restricted to protect invoice history and audit records.
- Can I edit an invoice after it has been sent?
- Only limited fields should be editable after sending. Major corrections should be handled using a credit note or correction process.
- Can I edit a partially paid invoice?
- Some non-financial details or descriptions may be editable, but payment and balance records must remain accurate.
- Can I delete an invoice?
- Draft invoices may be deleted, but issued invoices should usually be voided or credited to preserve records.
- What is a quote?
- A quote is a proposed price for goods or services before the customer accepts the work.
- Can I convert a quote to an invoice?
- Yes. Once accepted, a quote can be converted into an invoice.
- Can I send quotes by email?
- Yes. Sparrow allows you to email quotes directly to customers.
- Can I download an invoice PDF?
- Yes. You can download invoice PDFs for your records or send them to customers.
- Can Sparrow automatically calculate invoice totals?
- Yes. Sparrow calculates subtotals, GST, discounts and totals based on the information entered.
- Can I add payment terms to an invoice?
- Yes. You can add due dates and payment terms so customers know when payment is required.
New Zealand GST
12 FAQs- What is the GST rate in New Zealand?New Zealand
- The standard GST rate in New Zealand is 15%.
- Does Sparrow support New Zealand GST invoices?New Zealand
- Yes. Sparrow is designed to show GST amounts, GST-inclusive totals and supplier GST details.
- Is the term 'tax invoice' still used in New Zealand?New Zealand
- Inland Revenue now uses the term taxable supply information, but businesses may still provide the information in a document marked as a tax invoice.
- What is taxable supply information?New Zealand
- Taxable supply information is the required GST information that supports taxable sales and GST return figures.
- Does every New Zealand invoice need a GST number?New Zealand
- For supplies over $200, the seller's GST number is part of the required taxable supply information.
- What customer details are needed for New Zealand invoices over $1,000?New Zealand
- For supplies over $1,000 to GST-registered buyers, buyer details such as name and at least one identifier may be required. Identifiers can include address, phone, email, trading name, NZBN or website.
- Can Sparrow show prices as GST-inclusive?New Zealand
- Yes. Sparrow can show GST-inclusive pricing where the total already includes GST.
- Can Sparrow show prices as GST-exclusive?New Zealand
- Yes. Sparrow can calculate GST on top of GST-exclusive amounts.
- What if my customer asks for GST information?New Zealand
- For New Zealand taxable supplies over $200, taxable supply information must generally be provided to GST-registered buyers within 28 days of request unless another date is agreed.
- Can I issue zero-rated invoices in New Zealand?New Zealand
- Yes, where the transaction qualifies as zero-rated. You should confirm the GST treatment with your accountant if unsure.
- How long should New Zealand GST records be kept?New Zealand
- New Zealand business records generally need to be kept for at least 7 years.
- Does Sparrow file GST returns with IRD?New Zealand
- Sparrow can help prepare GST information. GST filing should be completed by the business, accountant, tax agent or through any supported filing method available to the user.
Australia GST
12 FAQs- What is the GST rate in Australia?Australia
- The standard GST rate in Australia is 10% on most goods, services and other items sold or consumed in Australia.
- Does Sparrow support Australian GST invoices?Australia
- Yes. Sparrow is designed to support Australian tax invoice information, including ABN and GST details.
- When does an Australian business need to register for GST?Australia
- A business generally needs to register for GST when GST turnover is $75,000 or more.
- What is an Australian tax invoice?Australia
- A tax invoice is an invoice that includes the details required by the ATO for GST purposes.
- What should an Australian tax invoice include?Australia
- It should include details such as seller identity, ABN, invoice date, description, GST amount or GST-inclusive statement, and other required information.
- What extra detail is needed for Australian tax invoices of $1,000 or more?Australia
- For sales of $1,000 or more, the tax invoice also needs to show the buyer's identity or ABN.
- Can I issue standard invoices if I am not GST-registered in Australia?Australia
- Yes. If you are not GST-registered, you should issue standard invoices and should not issue tax invoices with GST.
- Can Sparrow show GST-free sales?Australia
- Yes. Sparrow can show GST-free or no-GST treatment where applicable.
- Can Sparrow show GST-inclusive totals for Australia?Australia
- Yes. Sparrow can show the total including GST and the GST component.
- Can Sparrow help with BAS reporting?Australia
- Sparrow can provide invoice and GST summary information to help with BAS preparation.
- How long should Australian GST records be kept?Australia
- The ATO says GST records generally need to be kept for 5 years.
- Does Sparrow lodge BAS directly to the ATO?Australia
- Sparrow can help prepare records. BAS lodgement should be completed by the business, accountant, BAS agent or tax agent using the available lodgement method.
Payments & credits
13 FAQs- Can I record a payment against an invoice?
- Yes. Payments can be recorded against invoices to update the balance due.
- Can I record partial payments?
- Yes. Sparrow supports partial payments so invoices can show as partially paid.
- What happens when an invoice is fully paid?
- The invoice status changes to Paid once the full amount has been received and recorded.
- Can I send a receipt?
- Receipts can be issued where the payments or receipt option is available.
- Can I record bank transfer payments?
- Yes. Payments can be recorded manually when a customer pays by bank transfer.
- Can I record card payments?
- Card payment recording depends on whether online payment integration is available for the business.
- What is a credit note?
- A credit note records a reduction or correction to an invoice.
- When should I create a credit note?
- Create a credit note when goods are returned, services are cancelled, an invoice amount is reduced, or GST needs correction.
- Can I partially credit an invoice?
- Yes. A partial credit note can be applied when only part of the invoice needs to be corrected.
- Can I credit an invoice that has already been paid?
- Yes, but the refund or credit treatment should be handled carefully so payment records remain accurate.
- Can I apply a credit note to another invoice?
- Yes, where available customer credit can be applied to another invoice.
- Can staff create credit notes?
- Only authorised users should be able to create or apply credit notes.
- Does Sparrow keep a history of invoice changes?
- Yes. Sparrow keeps an audit trail showing important actions such as invoice edits, payments, credit notes and PDF downloads.
Reports & exports
8 FAQs- What reports are available in Sparrow?
- Sparrow can include invoice summary, invoice status, customer history, outstanding invoices, payments and GST summary reports.
- What is the invoice summary report?
- It summarises invoices by date, customer, status, amount, GST and balance.
- What is the invoice status report?
- It shows whether invoices are draft, approved, sent, partially paid, paid, credited, void or overdue.
- Can I see overdue invoices?
- Yes. Sparrow can show invoices that are overdue based on the invoice due date.
- Can I export reports to CSV?
- Yes. Reports can be exported to CSV for accountant or internal use.
- Can I download reports as PDF?
- Yes. Reports can be downloaded as PDF where available.
- Can I filter reports by date?
- Yes. Reports allow filtering by date range.
- Can I filter reports by customer?
- Yes. Customer filters can help show customer-specific invoices, payments and balances.
Emails & reminders
10 FAQs- Can I email invoices from Sparrow?
- Yes. Sparrow allows invoices to be emailed directly to customers.
- Can I customise the invoice email message?
- Yes. Email templates can use standard wording for invoice, quote and reminder emails.
- Can Sparrow send payment reminders?
- Yes. Reminder emails can be used to follow up unpaid or overdue invoices.
- Can I see whether an invoice was downloaded?
- Sparrow can record PDF download activity in the invoice history where this option is available.
- Can I attach a PDF invoice to the email?
- Yes. Invoice emails can include or link to the invoice PDF, depending on email settings.
- Can customers reply to invoice emails?
- Yes, if the sending email address or reply-to address is configured to receive replies.
- Should I use noreply for invoice emails?
- A noreply email can be used for system notifications, but billing or support email addresses are better for customer enquiries.
- Can I use separate emails for sales, billing and support?
- Yes. This is recommended for better customer communication and internal management.
- Can I use live chat for Sparrow support?
- Yes. A live chat tool can be used on the website or dashboard to help customers contact support.
- Are the FAQs tax advice?
- No. These FAQs provide general product and GST information only. Customers should contact their accountant, tax agent, IRD or the ATO for advice specific to their business.