Canadian invoices need correct GST/HST handling and CRA support fields. Everhour keeps billable work ready for client billing.
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A Canadian invoice should give the client enough detail to approve the charge, pay on time, and support tax records. Start with the supplier name, invoice date, invoice number, buyer name, service description, line items, subtotal, applicable tax, total due, payment terms, and accepted payment methods. For taxable supplies, Canada uses GST/HST, and some non-HST provinces also have PST or QST.
The invoice should also match the business relationship. A freelancer billing a Toronto client for design work usually needs a clear service description, dates covered, hourly or fixed-fee pricing, HST treatment if registered, and payment terms. A vendor billing a Quebec client may need GST plus QST context. A clean invoice reduces back-and-forth because the buyer can see the work, tax, and amount due in one pass.
CRA GST/HST input tax credit support fields change by invoice amount. 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 layer, not a full invoice standard for every business workflow.
For a taxable sale of $100 to $499.99, documentation must also show 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 a taxable sale of $500 or more, add the buyer's name or trading name, a brief description of the property or services, and the terms of payment.
GST/HST treatment depends on registration status, taxable supply status, and province. 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.
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. Separate provincial taxes may also apply, including 7% PST in British Columbia and Manitoba, 9.975% QST in Quebec, and 6% PST in Saskatchewan. GST is calculated on the price excluding PST when both apply.
A one-off invoice maker is enough when you need a finished document for a single client, a small project, or a simple service sale. It works best when the hours, rate, tax treatment, buyer details, and payment terms are already known. Keep the final invoice and support documents in paper or readable electronic form, in English, French, or both, because CRA business records must be reliable, complete, and supported by documents.
A managed workflow becomes necessary when billable time, non-billable time, project rates, approvals, and repeat invoices affect revenue. Everhour can mark projects as billable, exclude specific non-billable tasks, apply custom task rates, and report billable time, non-billable time, billable amount, and cost. That structure keeps invoice totals tied to the work approved by the team.
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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Use GST/HST for Canada's federal and harmonized sales tax system. In participating provinces, HST applies as a combined rate. In non-HST provinces, GST applies and a separate PST or QST layer may also apply. The invoice should show the tax treatment clearly, either as included tax, a separate tax amount, or the applicable GST/HST rate.
A supplier or intermediary GST/HST registration number is required on GST/HST input tax credit support documentation for taxable sales of $100 or more. For taxable sales under $100, CRA support documentation requires the supplier or intermediary business or trading name, the relevant date, and the total amount paid or payable.
For a taxable sale of $500 or more, CRA support documentation must include the buyer's name or trading name, or authorized agent or representative, a brief description of the property or services, and the terms of payment. These fields come in addition to the supplier, date, total, GST/HST detail, supply status, and registration number requirements.
A registrant can tell customers that GST/HST is included, show the GST/HST amount separately, or show the applicable GST/HST rate for taxable non-zero-rated supplies. If HST applies, show the total HST rate instead of splitting it into federal and provincial parts. GST/HST is rounded to the nearest cent.
A common mistake is using one generic tax line for every province. Ontario uses 13% HST, Nova Scotia uses 14% HST from April 1, 2025, and some non-HST provinces may require GST plus separate PST or QST context. Another mistake is omitting the GST/HST registration number on taxable sales of $100 or more.
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 the invoice is based on approved billable work instead of a rebuilt spreadsheet.
Everhour Billing & Invoicing converts uninvoiced billable time and expenses into client invoices. Invoice line items can be grouped by project, task, person, date, or another available breakdown, then exported to QuickBooks Online, Xero, or FreshBooks as drafts.
Track approved billable work, exclude non-billable tasks, and carry project rates into invoices. Everhour keeps client billing tied to the time and costs behind every invoice.
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