Canadian invoices need province-aware GST/HST details. Everhour keeps billable rates connected to client work.
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A Canada invoice needs more than a service total and a due date. The printed document should identify the supplier, the buyer when required, the invoice date, the amount payable, the work or goods supplied, and the tax treatment. CRA support requirements become more detailed as the taxable sale amount rises, so a larger invoice needs more fields than a small receipt.
For a taxable sale under $100, support documentation needs the supplier or intermediary business name, invoice date or GST/HST paid or payable date, and total amount. From $100 to $499.99, it also needs GST/HST charged or tax-inclusive status and the supplier or intermediary GST/HST registration number. At $500 or more, add the buyer name, a brief description, and payment terms.
Canada uses GST and, in participating provinces, HST on most taxable supplies of property and services made in Canada. The rate depends on the place of supply. 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.
Some non-HST provinces add a separate provincial layer. The CRA rates table lists 7% PST in British Columbia and Manitoba, 9.975% QST in Quebec, and 6% PST in Saskatchewan. If GST and PST both apply, GST is calculated on the price excluding PST. For taxable non-zero-rated supplies, a registrant must show whether GST/HST is included, list the amount separately, or show the applicable rate.
A printed invoice should be readable without the source file. Put invoice number, supplier details, buyer details, issue date, service period if relevant, payment terms, line descriptions, quantity or time basis, rate, subtotal, tax, and total in a clear order. A service line such as "Consulting, May 2026, 12 hours at C$95 per hour" gives the buyer enough context to match the invoice to approved work.
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 printed invoice consistent with the electronic copy, especially invoice number, tax line, GST/HST registration number, and payment terms. GST/HST is rounded to the nearest cent.
A one-off printed invoice works when you have a single approved job, a known buyer, and the right GST/HST treatment. It is enough for a freelancer sending a simple service invoice or a business that needs a clean PDF for client approval. It becomes fragile when time entries, rates, expenses, taxes, and project approvals live in separate files.
Everhour fits the managed workflow side by separating internal cost rates from client-facing billable rates. Members can have default rates, individual projects can override those rates, and rate changes can apply from a chosen date. That structure matters when Canadian client invoices pull from current project work while older reports need to keep the rates that applied at the time.
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 registration number is required on GST/HST input tax credit support documentation for taxable sales of $100 or more. A taxable sale below $100 needs basic supplier, date, and total information, but the CRA adds the registration number and tax-detail requirement once the amount reaches $100.
Use the GST/HST rate that applies to the supply and province. CRA rates include 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 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 pieces.
GST/HST applies to the original invoiced amount, not to a late-payment surcharge. Keep late charges separate from the taxable supply amount so the printed invoice does not overstate the GST/HST payable. Round GST/HST to the nearest cent on the taxable amount.
Payment terms are easy to miss on taxable sales of $500 or more. CRA support documentation at that level also needs the buyer name or trading name and a brief description of the property or services. Missing terms can slow approval because the buyer cannot confirm the due date from the invoice alone.
Everhour separates cost rates from billable rates, so internal labor cost and client pricing stay distinct. Teams can set default per-person rates, override rates for specific projects, and date rate changes so older work keeps the correct rate in reports and invoice preparation.
Everhour Billing & Invoicing lets users select uninvoiced time and expenses, preview the breakdown, and generate an invoice from billable work. Invoice lines can be grouped by project, task, person, date, or another available breakdown before the invoice moves into the client billing process.
Use Everhour to keep project rates, billable time, and dated rate changes aligned before invoice preparation, so Canadian client billing starts from consistent work records.
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