Canadian invoices need province-aware GST/HST details. Everhour keeps billable time organized before you send client billing by email.
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An email invoice for Canada should give the client a payable document, not just a message with an amount due. The invoice needs a clear supplier name, invoice date, total amount, payment terms, and enough detail for the buyer to match the charge to the work delivered. For taxable sales of $500 or more, CRA support documentation also requires the buyer's name or trading name, a brief description of the property or services, and the terms of payment.
Attach the invoice as a PDF or send it through your invoicing system, then use the email body for context: invoice number, due date, amount due, and payment method. A concise email reduces back-and-forth and keeps the invoice file intact for records. CRA business records must be reliable, complete, supported by documents, and kept in English, French, or both.
Canada uses goods and services tax (GST) and, in participating provinces, harmonized sales tax (HST) on most taxable supplies of property and services made in Canada. A person is generally a small supplier if worldwide taxable-supply revenue, including associated persons, is $30,000 or less in a single calendar quarter and over the last four consecutive calendar quarters. Public service bodies have a $50,000 threshold, with additional rules for charities and public institutions.
The rate depends on the province or territory. CRA rates show 5% GST in non-HST provinces and territories, 13% HST in Ontario, 14% HST in Nova Scotia from April 1, 2025, and 15% HST in New Brunswick, Newfoundland and Labrador, and Prince Edward Island. Separate PST or QST may also apply in some non-HST provinces, including 7% PST in British Columbia and Manitoba, 9.975% QST in Quebec, and 6% PST in Saskatchewan.
CRA invoice-support fields are amount-based. For a taxable sale under $100, documentation must include the supplier or intermediary business or trading name, the invoice date or GST/HST paid or payable date, and the total amount paid or payable. That is the minimum support level, not a reason to omit useful client-facing details such as invoice number, project name, or payment instructions.
For taxable sales of $100 to $499.99, add the GST/HST charged or tax-inclusive status, the status of each supply when taxable and exempt supplies are mixed, and the supplier or intermediary GST/HST registration number. For taxable sales of $500 or more, add the buyer's name, description, and payment terms. Registrants can show GST/HST as included, as a separate amount, or as the applicable rate. GST/HST is rounded to the nearest cent.
A one-off email invoice is enough for a small, clean job with one client, one tax treatment, and no recurring time entries. It works best when you already know the taxable status, province, buyer details, payment terms, and final amount. The weak point is rework: copied lines, missed non-billable time, reused invoice numbers, and unbilled tasks after the PDF is sent.
A managed workflow fits recurring client work, teams, and time-and-materials billing. Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports for billable time, non-billable time, billable amount, and cost. That structure keeps the email invoice tied to approved work instead of a manually rebuilt total.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Yes. Canada allows business records in paper form, converted readable electronic form, or records originally kept in readable electronic format. The invoice still needs the correct supporting details for its value and tax status. Keep the sent invoice, related records, and supporting documents in English, French, or both.
The supplier or intermediary GST/HST registration number belongs on GST/HST ITC support documentation for taxable sales of $100 or more. Use the registration number for the business that made the taxable supply. A buyer's tax number does not replace the supplier's required GST/HST registration number.
No. GST/HST handling depends on registration status, taxable status, and place of supply. Registrants generally charge GST/HST on taxable supplies made in Canada, unless a specific exception applies. A person is generally a small supplier at $30,000 or less in worldwide taxable-supply revenue under the CRA threshold test.
A registrant must tell customers whether GST/HST is included, show the GST/HST amount separately, or show the applicable GST/HST rate. If HST applies, show the total HST rate rather than separating federal and provincial parts. Mixed taxable and exempt supplies need clear status by supply for $100 to $499.99 documentation.
No. GST/HST is payable only on the original invoiced amount, not on a late-payment surcharge. Show the original invoice total, apply GST/HST to that original taxable amount, and keep any late-payment surcharge separate so the client can see the difference between tax and collection charges.
Everhour lets admins set project billing status, mark specific tasks as non-billable, use custom task rates, and set member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so client invoices exclude work that should stay out of the amount due.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, then calculates amounts from rates, time, and billable expenses while excluding non-billable work. Invoice line items can be grouped by project, task, person, date, or another available breakdown.
Track billable and non-billable work before the invoice is emailed. Everhour connects project time, rates, and billing reports so Canadian client invoices start from organized billing data.
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