Canadian invoices need GST/HST details by amount tier. Everhour keeps billable work organized before invoicing.
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Use this page to prepare a Canadian invoice for services, projects, retainers, product sales, or mixed work. The finished invoice should identify the supplier, client, invoice date, invoice number, payment terms, line items, tax treatment, total due, and payment instructions. A client should be able to approve the charge without asking what was delivered, which period it covers, or which tax rate was applied.
For Canadian taxable supplies, the tax line matters. Canada uses GST/HST on most taxable supplies made in Canada, and the rate depends on the province or territory. 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.
Start with the commercial basics: supplier name, client name, invoice number, issue date, description, quantity or hours, unit price or rate, subtotal, tax, total, due date, and accepted payment methods. For service work, a line such as "Design implementation, 12 hours at C$95 per hour" gives the buyer a clear audit trail. For expenses, separate reimbursable costs from labor.
CRA GST/HST input tax credit support fields are amount-based. For a taxable sale under $100, documentation needs 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. Sales from $100 to $499.99 add tax details and the GST/HST registration number. Sales of $500 or more add buyer name, description, and payment terms.
A Canadian template should leave room for the correct indirect-tax label. GST/HST registrants generally charge GST/HST on taxable supplies, while separate PST or QST may also apply in some non-HST provinces. The CRA table lists 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.
Do not hide tax treatment in a vague note. For taxable non-zero-rated supplies, 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 splitting federal and provincial parts. GST/HST is rounded to the nearest cent, and it applies to the original invoiced amount, not a late-payment surcharge.
A free template works for a one-off invoice, a new client test, or a small volume of simple sales. It is enough when you already know the tax treatment, the client has no special line-item rules, and the invoice does not need to reconcile against timesheets, project budgets, or recurring work. Keep the final invoice with supporting records in English, French, or both, in paper or readable electronic form.
A managed workflow becomes useful when billable time, non-billable work, expenses, approvals, and invoice status need to stay connected. Everhour can keep project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions separate before an invoice is prepared. That structure reduces rework when a client asks why one task was billed and another stayed internal.
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, PST, or QST according to the supply and the province or territory. Canada uses GST/HST on most taxable supplies made in Canada, and separate provincial taxes can apply in non-HST provinces. A template should not replace the local tax label with a generic sales-tax field.
A GST/HST registration number is required on GST/HST input tax credit support documentation for taxable sales of $100 or more. Under $100, CRA support documentation starts with supplier name, date, and total amount. A non-registrant should not add a GST/HST number or charge GST/HST as if registered.
For a taxable sale of $500 or more, CRA support documentation must add the buyer's name or trading name, or authorized representative, a brief description of the property or services, and the terms of payment. Leaving payment terms out creates collection friction and weakens the invoice record.
CRA accepts paper records, converted readable electronic records, and records originally kept in readable electronic format. Business records must be reliable, complete, supported by documents, and kept in English, French, or both. A scanned invoice must remain readable and tied to the supporting transaction.
The common mistake is applying one tax setup to every province. Ontario uses 13% HST, while a non-HST province can require 5% GST plus a separate PST or QST layer. Another mistake is charging GST/HST on a late-payment surcharge, even though GST/HST is payable only on the original invoiced amount.
Everhour lets admins set project billing status, mark specific tasks as non-billable, set custom task rates, and use member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so the invoice starts from classified work instead of reconstructed notes.
Use a template for a single Canada invoice. Use Everhour when billable and non-billable work need clear separation before client billing, with cleaner invoice totals from approved work.
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