Canada estimates need correct GST/HST treatment before invoicing. Everhour keeps project reporting tied to billable work.
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Use a Canadian estimate when you need client approval before issuing an invoice. The estimate should identify the seller, the buyer, the proposed work, pricing, tax treatment, payment terms, and the date the price was prepared. It is a commercial quote, not proof that payment is due, so label it as an estimate and convert it to an invoice only after the client accepts the work or terms.
For Canadian work, tax treatment matters even before the invoice stage. Canada uses GST/HST on most taxable supplies of property and services made in Canada. A registrant should make the expected tax clear so the client does not approve one price and receive a different invoice later. If the job crosses provinces, select the rate tied to the place of supply rather than copying the rate from a past customer.
A clean estimate lists each line item with a description, quantity or hours, rate, discount if any, subtotal, applicable GST/HST or provincial tax treatment, and total. The CRA rates table shows 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.
Some non-HST provinces can add a separate provincial layer. The CRA table lists 7% PST in British Columbia and Manitoba, 9.975% QST in Quebec, and 6% PST in Saskatchewan. If both GST and PST apply, GST is calculated on the price excluding PST. For taxable non-zero-rated supplies, a registrant must tell customers whether GST/HST is included, show the tax amount separately, or show the applicable GST/HST rate.
The main mistake is treating an estimate like a loose note and rebuilding the invoice from memory. Keep the estimate number, issue date, expiry date, service description, buyer name, tax assumptions, and payment terms together. If the final scope changes, revise the estimate or document the approved change before invoicing. That keeps the invoice from contradicting the price the client approved.
CRA support documentation rules become stricter as the taxable sale amount rises. Under $100, documentation needs supplier name, date, and total. From $100 to $499.99, it also needs GST/HST tax detail and the supplier or intermediary GST/HST registration number. At $500 or more, it also needs the buyer name, a brief description, and payment terms. Build estimates with those fields early so the final invoice is not missing them.
A one-off estimate template is enough when you price a small job, send it for approval, and manually create the invoice later. It works best when the scope is fixed, the tax rate is straightforward, and you do not need to compare estimated labor against actual time. Keep the downloaded estimate with the client record in paper or readable electronic form.
A managed workflow fits recurring client work, retainers, and projects where hours, budgets, and profitability matter. Everhour Reporting gives teams customizable reports with 45+ columns, grouping, filters, exports, scheduled email delivery, and profitability dashboards. That reporting layer lets approved project time and costs stay visible before the estimate becomes an invoice, instead of leaving the final price in a disconnected document.
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A Canadian estimate is a proposed price before the client accepts the work or terms. An invoice requests payment after goods or services are supplied, or according to the agreed billing schedule. Use clear labels, separate numbering, and different issue dates so the client and accounting records do not treat an unaccepted estimate as an amount due.
Use the GST/HST rate that applies to the supply and province. The CRA rates table lists 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 can also apply in some non-HST provinces.
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. The threshold is $50,000 for public service bodies, with an additional $250,000 gross-revenue test for charities and public institutions. A business that is not registered for GST/HST should not present GST/HST as collectible tax.
Include supplier name, buyer name, estimate date, service description, line-item pricing, tax treatment, total, expiry date, and payment terms. For taxable sales of $100 or more, CRA input tax credit support documentation requires the supplier or intermediary GST/HST registration number. For $500 or more, buyer name, description, and terms of payment also matter.
Yes. CRA business records must be reliable, complete, supported by documents, and kept in English, French, or both. CRA accepts paper records, converted readable electronic records, and records originally kept in readable electronic format. Keep the accepted estimate, later invoice, approval messages, and scope changes together so the commercial record is complete.
Everhour Reporting lets teams build reports with 45+ columns, grouping, filters, date ranges, exports, and scheduled email delivery. A project lead can review billable time, costs, revenue, profit, invoice status, and budget data before turning approved work into a client-facing estimate or invoice.
Everhour Billing & Invoicing can turn tracked billable time and expenses into invoices while excluding non-billable work. Invoice data can be grouped by project, task, person, date, or other available breakdowns, so the billing document follows the structure the client approved.
Use Everhour Reporting to compare estimated work with actual time, cost, revenue, and invoice status, then keep client billing decisions grounded in the same project data.
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