What a Canadian invoice should include
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Your business name, address and contact details
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Your client’s name
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A unique invoice number, the invoice date and the due date
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A description of each item or service, with quantity and price
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GST, HST, PST or QST, shown separately, and the total due
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Your GST/HST number, and your QST or PST number where they apply
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Payment terms and how to pay
The Canada Revenue Agency’s input tax credit rules ask for a little detail on small invoices and more on larger ones. tracks-it PDF prints the full set on every invoice, which is the safer choice.
Which tax applies
The tax depends on your province. Some provinces use GST alone, some use a combined HST, and a few add PST (British Columbia, Saskatchewan and Manitoba) or QST (Quebec).
In tracks-it PDF you pick your province and the combined rate is filled in, with each tax on its own line. Rates change, so check yours with the CRA or Revenu Québec.
Registration numbers
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GST/HST no.: 9 digits, then RT and 4 digits. Example format 123456789RT0001.
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QST no.: Quebec: 10 digits, then TQ and 4 digits.
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PST no.: British Columbia, Saskatchewan or Manitoba PST number.
tracks-it PDF checks the format when you save the number.
Sample invoice layout
A real invoice made in tracks-it PDF by a Quebec business, in English and French, with GST 5% and QST 9.975% on separate lines.
Sample invoice with made-up names, made in tracks-it PDF.
Make one in tracks-it PDF
1
Create a free account and enter your business details once.
2
Say the job, or type it. Pick your province so the right taxes are filled in.
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Review the invoice, then send it by email with a pay link, or download the PDF.
Starter is free: 5 documents every month, no card needed. A document is an invoice or estimate you send to someone else. Drafts, test sends to yourself and turning an estimate into an invoice do not count.
Questions and answers
Do I need a GST/HST number on my invoice?
If you are registered, your number goes on your invoices, and on larger invoices your client may need it to claim input tax credits. tracks-it PDF has a field for it. Check with the CRA whether you must register.
Can I make a bilingual invoice?
Yes. Documents can be in English, French or both side by side.
Which date format is used?
Canadian invoices use YYYY-MM-DD and Canadian dollars by default.
Can clients pay online in Canada?
Clients can pay by card, Apple Pay or Google Pay, and in Canada also by pre-authorized debit from their bank account where it is supported.
Related pages
Invoice template for US small businessesInvoice template for UAE small businessesHow to write an invoice that gets paidInvoice app for small businessThis page is information, not legal or tax advice. Rules differ by country, state and province, so check yours with your tax agency or accountant.