Because freelancers are not Solar Staff’s employees and we don't pay taxes on their payouts, they must declare any income received via Solar Staff by themselves.
To carry on tax accounting in Australia for your Solar Staff income, you need to:
Be a tax resident
Determine the applicable obligations
Tax residence
Australia taxes its residents on their worldwide income, while non-residents are taxed on their income from Australian sources only.
Australia implements a tax residence test procedure which consists of four distinct tests:
Individuals are considered tax residents of Australia if they meet the criteria of at least one of the tests (learn more).
Read on for more details.
An individual has a usual place of abode in Australia, meaning that they dwell here permanently or for a considerable time.
Residence is determined by factors such as duration of the person's physical presence in the country, the specific intent and purpose of the presence, family and business ties to the country, the geographical location of assets, and social and living arrangements in Australia (such as membership in community clubs, rental agreements, etc.).
An individual is domiciled in Australia by origin (they were born here) or by choice (they have relocated to Australia with an intention of making Australia their permanent home).
An individual is physically in Australia for 183 days or more in the tax year (July 1 to June 30 of the following year), unless their permanent place of abode is outside Australia and the individual does not intend to reside in Australia permanently.
In practice, this particular test applies primarily to persons who have recently entered the country and have not yet established permanent residence. If the person already resides in Australia, this test will not apply regardless of the number of days spent overseas in the tax year.
Government workers working at Australian posts abroad (such as diplomats and officials of the Department of Foreign Affairs and Trade) and their spouses and children under the age of 16 are treated as Australian tax residents. The test exclusively applies to contributing members of the Public Sector Superannuation Scheme (PSS) or the Commonwealth Superannuation Scheme (CSS).
In addition, an individual can be a part-year resident when moving out of Australia, which may subsequently result in a loss of tax residence. In this situation, the tax-free threshold will be lower than the threshold applicable to the income of taxpayers who remain Australian tax residents throughout the whole year.
This adjusted threshold is calculated based on the number of months of residence as follows: 13,464 + [(4,736 / 12) * number of months].
Tax on income exceeding this adjusted threshold earned during the months of residence is calculated using the standard progressive rates applicable to Australian tax residents.
In addition, Australia has provisions for certain categories of persons whose tax liabilities and income tax treatment may differ from the standard tax regulations. Such categories include:
Persons staying in the country under the Working Holiday Maker (WHM) program (learn more)
Individuals receiving government financial support for education under the Higher Education Loan Program (HELP), VET Student Loans (VSL) or Australian Apprenticeship Support Loans (AASL) (learn more)
Useful links: Online form to check whether you are a resident when moving to Australia / when leaving Australia; Tax residence guide; Specific examples.
Australia has double tax treaties with a number of countries (full list), the provisions of which may override the applicable tax residence rules and other provisions of national legislation.
Tax ID number
Tax file number (TFN) serves as your unique personal identifier within Australia's tax and pension systems. As a rule, this is a 9-digit number that remains unchanged throughout your life. The Australian Taxation Office can issue a TFN to a person of any age. Australian citizens can apply online through the ATO website (learn more about online application), while foreign citizens must use one of these application methods:
Through an Australia Post retail outlet: complete an online form and print the final page; select an appropriate post office (some require appointments) and visit with proof of identity within 30 days of completing the online application form (an interview will be required).
Through a Services Australia center (for individuals who are Centrelink customers): complete the NAT 1432 form (form completion instructions) in hard copy (order a copy online for postal delivery) and submit it in person with certified copies of proof of identity.
By post: complete the NAT 1432 form in hard copy and mail it with certified copies of supporting documents to the address indicated on the application form.
The TFN is delivered by post to the address provided on the application form or to your myGov Inbox (depending on submission method) within 28 days of application.
The Australian business number (ABN) is a unique identifier assigned to organizations and sole traders after completing registration for their chosen business form. It also serves as the identifier for Goods and Services Tax (GST; the equivalent of VAT) payers once relevant registration is completed. The number consists of 11 digits, example: 12 345 678 912 (ABN Lookup).
Taxes and contributions
There are different forms of doing business in Australia, but freelancers can receive income via Solar Staff only if they register as sole traders.
IMPORTANT: Solar Staff does not have the option to choose a tax status for freelancers based in Australia, but you can fill in your taxpayer ID in your account.
Individuals aged 15 and older can register on the myGov public services portal, where their personal account can be linked to ATO for tax authority communication and online reporting via the myTax service (learn more). Access requires registration in the myID (formerly myGovID) app with uploaded identity documents (to expand usage capabilities). After that, the individual receives an electronic ID document – Digital ID. Sole traders can also use the portal – to do so, they need to link their ABN through the Relationship Authorisation Manager (RAM).
Useful links: Download the ATO App; Ask for help on how to use the services.
Read on for more details.
Sole trader
Sole trader is the status of a person who engages in entrepreneurial activities, having sole ownership of a business and bearing the corresponding risks.
Limitations: sole trader status is also possible for minors, but they face work hour limitations and must comply with specific hiring requirements (as determined by regional legislation); foreign citizens must have a visa that permits business activities or other documentation confirming appropriate migration status.
Registering as a sole trader is an option if you provide services or sell goods in your own name. Registration is free and can be completed through the Business Registration Service (BRS) platform. The online application process provides you with an ABN and offers optional additional registrations: a business name other than your personal name (for an additional fee, see below for details), GST payer registration, and if you have employees, registration for pay as you go (PAYG) withholding and/or Fringe Benefits Tax (FBT). Processing typically takes up to 20 business days, during which tax authorities may request additional information. Upon approval, you will receive your ABN. Learn more about registration
If the sole trader has employees, it is essential to be aware of the duties associated with employer status.
When closing a sole trader business, an individual must fulfill all required tax reporting obligations (learn more) and then, within 28 days, cancel their business name (if registered) and ABN. This can be completed either online through the Australian Business Register (ABR) or by submitting the NAT 2955 form in hard copy. To do that, you will need to order a copy online or request one from the ABR by phone/email, after which it will be delivered to you by post.
Key aspects:
For the purposes of preparing and filing a tax return, a tax year in Australia runs from July 1 of one year to June 30 of the following year.
A sole trader may operate under their own name or register a different business name with the Australian Securities and Investments Commission (ASIC) either during initial registration or later through a similar process (verify name availability). Registering one business name costs AUD 44 for one year or AUD 102 for three years (as of July 1, 2024). Registration payment must be completed within 2–5 business days after submitting your application.
IMPORTANT: To sign up for Solar Staff and obtain all the relevant documents, you must use your name and surname. You may not use any other business name as a sole trader.
Licenses/permits: sole traders engaged in certain types of activities need a license/permit.
Intellectual property protection: sole traders can obtain patents, register domain names and/or trademarks (check your proposed trade mark here).
Opening a bank account is at the sole trader’s discretion but is necessary for accurate accounting of income and expenses from business activities.
Business insurance may be obligatory depending on the nature of your business as a sole trader and whether you employ staff. You can find an authorised insurer by following this link (check for licence).
Useful links: Guide to starting a business; Grants and financial support for businesses; Small business cyber security guide; Business adviser finder; ATO’s online community; Online courses for business owners.
Accounting requirements. Maintaining regular records of income and expenses is mandatory (sole traders can use the dedicated ATO App). To assess how well you are keeping your business records, use the Record keeping evaluation tool. Sole traders must issue appropriate invoices (regular invoice or tax invoice for GST payers) for income received via Solar Staff (learn more). All invoices, receipts, waybills, and other financial documents, as well as tax records must be kept for a minimum of five years (learn more about accounting). Failing to comply with record keeping requirements will result in either a fine or mandatory completion of a record keeping course (online, with 28 days to complete). You can appeal against penalties or course requirements.
Sole trader status does not offer different taxation regimes, but it provides two distinct accounting methods:
Cash basis: this method records income and expenses only when money physically changes hands (so you only report amounts actually received during the tax year).
Accruals basis: this method records income and expenses when they occur (such as when issuing an invoice), regardless of when payment is actually received. Accounting on an accruals basis is typically used by larger businesses.
Sole traders must pay the following taxes and contributions:
Income tax is calculated using progressive rates (for the tax year 2024–2025):
Income, AUD | Tax rate on excess income, % |
Less than 18,200 | 0 |
18,201–45,000 | 16 |
45,001–135,000 | 30 |
135,001–190,000 | 37 |
More than 190,000 | 45 |
Documented business-related expenses are deductible (you can record these in myDeductions, which will automatically populate your tax return). Current year business losses may be recognized (subject to conditions) or carried forward to future tax periods. Additionally, small businesses can access the small business income tax offset, providing a 16% reduction on business income tax up to a maximum of AUD 1,000 annually.
Reporting can be completed through one of these methods:
Through a registered tax agent (check registration status), fees will apply.
By completing form NAT 2541 (instructions), supplementary pages on form NAT 2679 (instructions) and the business and professional items schedule (request a copy from tax authorities, which will be sent by mail); see form completion instructions here. Submit these documents by mail to the tax office address specified on the form. Processing may take up to 50 business days.
The submission deadline is October 31 (for example, a tax return for the year ending June 30, 2025 must be filed by October 31, 2025). Late submissions incur a penalty of one penalty unit for each 28 day period (or its part), up to a maximum of five penalty units total. You may request remission of your penalty if mitigating circumstances exist (learn more).
IMPORTANT: You must file a tax return even if your annual income falls below the non-taxable threshold.
Tax is typically paid in advance through quarterly pay as you go (PAYG) installments due on October 28, February 28, April 28, and July 28. Learn more about calculating advance payment amounts here.
After your tax return is processed, you will receive a notice of assessment (NOA) stating either the amount you need to pay (tax bill) (including payment instructions and deadline) or your tax refund (these amounts can be appealed). This document will be accompanied by а tax receipt showing how your tax payments are allocated to key categories of government expenditure.
If a freelancer’s income is classified as personal services income (PSI) – income produced mainly (more than 50%) from an individual’s skills or efforts (such as financial professionals, IT consultants, engineers, and so on) – it is necessary to determine whether the PSI rules apply. This requires sole traders to assess whether they qualify as a personal services business (PSB) for the year in which such income is earned.
A taxpayer may self-assess as a PSB (exempting them from PSI rules) if they:
Meet the results test in relation to at least 75% of their PSI.
Meet one of the other PSB tests and less than 80% of their PSI is from the same entity and its associates.
Alternatively, you can apply to the ATO for a PSB determination for the reporting year (learn more).
If not recognized as a PSB and therefore subject to PSI rules, special treatment of business expenses will apply (learn more).
However, regardless of whether your income falls under PSI rules, you must report this income in your tax return according to applicable instructions.
Contributions for healthcare coverage (Medicare levy) are payable at a rate of 2% of a sole trader’s taxable income. Individuals whose income falls below the non-taxable threshold are exempt from paying this levy.
Additionally, high-income individuals without an appropriate level of private patient hospital cover may have to pay the Medicare levy surcharge (MLS) – an additional premium of 1%, 1.25%, or 1.5% depending on income level (learn more).
These contributions are calculated by the ATO based on your tax return information; no separate reporting is required.
Payment of these contributions follows the same process as income tax.
Superannuation contributions. Sole traders have no obligation to make superannuation contributions for themselves, but they can choose to make personal superannuation contributions. However, if you employ staff, you must make quarterly contributions on their behalf at a rate of 11.5% (from July 1, 2024) then 12% (from July 1, 2025) of the employee’s ordinary time earnings (OTE); learn more.
Goods and Services Tax (GST) applies if your 12-month turnover exceeds AUD 75,000 or is expected to exceed this threshold when your business is registered (other criteria may apply), though voluntary registration is also an option. Learn more about GST
To pay GST, you must register as a GST payer. You can complete registration either when first establishing your business or at a later date (within 21 days of becoming eligible) through any of these methods:
Online via the Business Registration Service (BRS) platform.
Through a registered tax / BAS (Business Activity Statement) agent.
Upon successful registration, your ABN will serve as your GST taxpayer ID.
The standard tax rate is 10% (GST calculator). Certain services are GST-free (for example, GST is not charged on services when the purchaser is located outside Australia). Specific accounting and invoicing (tax invoice) requirements apply.
Reporting via business activity statement (BAS) can be submitted online, through SBR-compatible software, with assistance from a registered tax/BAS agent, or by mailing a hard copy (see example forms). GST reporting frequency varies as follows:
Monthly: for turnover of AUD 20 million or more, with activity statement due by the 21st day of the month following the reporting month.
Quarterly: for turnover below AUD 20 million (unless the ATO requires monthly reporting), with deadlines on October 28, February 28, April 28, and July 28.
Annually: for those who are voluntarily registered for GST (and have a turnover below AUD 75,000), with filing deadlines matching income tax returns – by October 31 (or by February 28 for those without tax filing obligations).
Useful links: Calculators and tools to help with your taxes and contributions; Amend your tax return; Financial difficulties when paying your tax; Apply for a private ruling from the ATO.
Additional information
Income received via Solar Staff is declared using certificates and invoices, and in accordance with the offer agreement.
If you have any questions, get in touch via the chat in your Solar Staff account or email us at [email protected].