Canada invoices need GST/HST detail, CRA support fields, and clear payment terms. Everhour connects billing data to invoice workflows.
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Use this page to prepare an invoice for Canadian customers, whether you bill for services, project work, goods, retainers, or reimbursable expenses. The invoice should identify the supplier, buyer, date, invoice number, line items, taxes, total due, payment terms, and accepted payment method. For taxable supplies, it also needs enough GST/HST detail for the buyer's records.
Canadian invoice work centers on the correct tax regime. Canada uses GST and, in participating provinces, HST on most taxable supplies of property and services made in Canada. Separate PST or QST can apply in some non-HST provinces, so the buyer's province and the nature of the supply affect the tax line.
GST/HST registrants generally charge tax on taxable supplies unless a specific rule changes the treatment. 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.
The invoice should tell the customer whether 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 rather than splitting federal and provincial parts. Round GST/HST to the nearest cent, and do not add GST/HST to a late-payment surcharge.
CRA invoice-support fields change by taxable sale amount. 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. From $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 or trading name, or authorized agent or representative, a brief description of the property or services, and the terms of payment. A vague line such as "consulting" creates matching problems. A stronger line names the project, billing period, deliverable, quantity, rate, and tax treatment.
A single invoice works for a one-time sale, a simple retainer, or a small project where you already know the final amount. It is enough when the tax treatment is clear, the buyer details are available, and the invoice does not need to pull from approved time, expenses, multiple projects, or changing rates.
A managed workflow fits recurring client work, time-and-materials billing, and teams that need review before invoicing. Everhour can keep billable and non-billable time separate through project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions, then show billable time, non-billable time, billable amount, and cost in admin reports.
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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A GST/HST registrant generally charges GST/HST on taxable supplies made in Canada. Small supplier status is generally available when 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 use a $50,000 threshold, with additional charity and public institution rules.
The rate depends on the province or territory and whether HST applies. CRA 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. Some non-HST provinces also have PST or QST.
For a taxable sale of $100 or more, GST/HST ITC support documentation must show the supplier or intermediary GST/HST registration number. Below $100, the CRA support fields are lighter: supplier or intermediary business or trading name, invoice date or GST/HST paid or payable date, and the total amount paid or payable.
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, the invoice shows the total HST rate. The customer needs a clear tax display, not a hidden tax calculation.
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. For GST/HST reporting periods beginning on or after January 1, 2024, most GST/HST registrants must file returns electronically.
Everhour lets admins set project billing status, mark specific tasks non-billable, use custom task rates, and set member-rate exceptions when a person's work should not be billed. Admin reports can show billable time, non-billable time, billable amount, and cost by member or task.
Everhour Billing & Invoicing converts uninvoiced billable time and expenses into invoices, calculates amounts from rates and billable expenses, and excludes non-billable work. Invoice line items can be grouped by project, task, person, date, or other available breakdowns before export to QuickBooks Online, Xero, or FreshBooks.
Use Everhour to separate billable and non-billable time, review project billing totals, and create cleaner client invoices from approved work with less manual rebuilding.
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