Everhour turns tracked work into reporting, while Canadian purchase orders need tax-ready details before invoicing.
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A Canadian purchase order gives the supplier written authorization to provide goods or services before the invoice arrives. It should identify the buyer, supplier, purchase order number, issue date, requested delivery date, payment terms, currency, line items, quantities, unit prices, tax treatment, and the approving contact. The finished document should let the supplier confirm the order without asking for missing commercial details.
Treat the purchase order as the front end of the buying record, not as a replacement for the supplier's invoice. The invoice still supports tax reporting and payment. Canada uses GST/HST on most taxable supplies of property and services made in Canada, so your purchase order should leave room for the supplier's GST/HST treatment and any separate provincial tax that applies.
A practical purchase order starts with identity fields: buyer legal name, supplier business name, addresses, contact names, and the PO number. Add line-item descriptions that a reviewer can match to a quote, contract, statement of work, or internal approval. For services, include the service period or project name. For goods, include SKU, quantity, delivery address, and shipping instructions where those details matter.
Tax fields need the same care as commercial fields. CRA guidance allows GST/HST to be shown as included, listed as a separate amount, or shown by the applicable rate for taxable non-zero-rated supplies. 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.
A purchase order that only says "consulting services" creates work later. Use a line such as "Implementation consulting, June 2026, 20 hours at CAD 125 per hour" so the approver, supplier, and bookkeeper can match the invoice to the approved purchase. Add payment terms on the PO when the supplier should follow a specific schedule, such as net 30 after receipt of a correct invoice.
Canadian tax support rules make amount thresholds important once the invoice arrives. For taxable sales of $100 to $499.99, GST/HST ITC support documentation must include tax details and the supplier or intermediary GST/HST registration number. For taxable sales of $500 or more, it must also include the buyer name, a brief description of the property or services, and payment terms. A complete PO helps collect those details early.
A free purchase order template is enough for a one-time order, a small supplier request, or a clean goods purchase with a clear price and delivery address. It works best when one person creates the document, one approver signs off, and the final invoice can be checked manually against the PO number, line items, and payment terms.
A managed workflow is better when orders come from billable projects, recurring services, or several approvers. Everhour reporting gives teams columns, grouping, filters, date ranges, and exports, so approved work, project costs, billable amounts, and invoice status can be reviewed before a PO-backed invoice moves to accounting. That record reduces re-keying and keeps approvals tied to the work behind the charge.
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A purchase order is a buyer-issued authorization to buy goods or services. An invoice is the supplier-issued payment request after the sale or milestone. The PO should give the supplier enough detail to fulfill the order, while the invoice supports payment, GST/HST documentation, and accounting records.
A purchase order should include a tax field when the expected purchase is taxable, especially when the buyer wants the supplier to confirm whether GST/HST is included, separate, or shown by rate. The supplier's invoice remains the tax document, but a tax-ready PO reduces disputes before billing.
Use the supplier's tax treatment for the specific supply and place of supply. CRA rate guidance 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 apply in some non-HST provinces.
The supplier or intermediary GST/HST registration number is required on GST/HST ITC support documentation for taxable sales of $100 or more. Put a field for it on the purchase order when the supplier is registered, then verify the final invoice includes the required number and tax detail.
Missing line-item detail causes the most avoidable matching work. A vague PO forces the bookkeeper to compare emails, quotes, and approvals before paying the invoice. Use descriptions, quantities, rates, tax fields, delivery details, and payment terms that match the supplier's expected invoice.
Everhour Reporting lets teams build reports with 45+ columns, grouping, filters, date ranges, and exports. A manager can review project time, billable amounts, costs, invoice status, and client details before approving charges that need to match a purchase order.
Track approved work, review project costs, and export reporting before invoices move forward. Everhour gives teams a clearer billing record behind every purchase order.
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