Canadian quotes need correct GST/HST assumptions before approval. Everhour turns approved billable work into invoices.
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Use this page to prepare a Canadian sales or service quote before the buyer approves the work. The quote should show who is selling, who is buying, what is included, the price, the currency, the expected tax treatment, and the commercial terms. That makes the quote useful for the client and useful later for billing, project setup, and accounting review.
A quote is not the same document as an invoice, but weak quote details create invoice problems. Canada uses GST/HST on most taxable supplies of property and services made in Canada, and separate PST/QST may also apply in some non-HST provinces. A quote that names the province, tax assumption, payment term, and scope reduces disputes after approval.
Start with the commercial decision the buyer must make. List each product, service, milestone, or package on its own line when the buyer may approve or reject parts separately. Use a short description, quantity or time estimate, unit price, subtotal, tax note, and total. Add quote number, issue date, expiry date, seller name, buyer name, and payment terms.
Keep estimates distinct from fixed prices. A consulting quote can say, for example, "Implementation support, 12 hours at C$150 per hour, estimated total C$1,800 before applicable tax." A fixed project quote can state one project fee and define the deliverables attached to that fee. The quote should also explain whether expenses, rush fees, retainers, or deposits are included.
A Canadian quote should flag the expected tax treatment before the client signs. 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. In non-HST provinces, PST/QST may also apply.
GST/HST registrants must tell customers 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. GST/HST is rounded to the nearest cent, and GST/HST applies to the original invoiced amount, not a late-payment surcharge.
Canadian invoice-support documentation becomes more detailed as the taxable sale amount rises. Under $100, it must include the supplier or intermediary business or trading name, date, and total amount paid or payable. From $100 to $499.99, it must also show GST/HST charged or tax-inclusive status, supply status for mixed taxable and exempt supplies, and the supplier or intermediary GST/HST registration number.
For taxable sales of $500 or more, the documentation must also include the buyer's name or trading name, a brief description of the property or services, and the terms of payment. Building those fields into the quote makes the later invoice easier to check. CRA business records must be kept in English, French, or both, in paper or readable electronic form.
A free quote tool is enough when you need a one-time document for a simple sale, a short service estimate, or a client approval email. It works best when the scope is settled, the tax treatment is clear, and you do not need a repeatable approval trail across projects, people, and billing periods.
A managed workflow fits better when tracked billable time, expenses, client defaults, taxes, discounts, and payment terms need to become invoices. Everhour Billing & Invoicing can turn uninvoiced time and expenses into invoices, calculate amounts from rates while excluding non-billable work, customize invoice details, and export drafts to QuickBooks Online, Xero, or FreshBooks.
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 quote is a proposed price before the buyer approves the work. An invoice requests payment after the sale, service, or billing milestone. A quote should still collect details that the later invoice needs, especially seller identity, buyer identity, description, tax treatment, price, and payment terms.
A Canadian quote should show the expected GST/HST treatment when the seller is registered and the supply is taxable. The quote can state whether GST/HST is included, show the GST/HST amount separately, or show the applicable GST/HST rate. Province matters because HST rates differ and some provinces also have PST/QST.
For taxable sales of $100 or more, GST/HST ITC support documentation must show the supplier or intermediary GST/HST registration number. Add that number to quote records when the approved quote will become an invoice, because the buyer may need the final invoice to support an input tax credit claim.
A Canadian quote can include PST or QST when the transaction is in a province where those taxes apply and the seller has the required registration or collection obligation. The CRA rates table lists separate provincial taxes in non-HST provinces, including British Columbia, Manitoba, Quebec, and Saskatchewan, so province selection affects the tax line.
The most useful detail is the pricing basis. State whether the amount is fixed, estimated, hourly, per unit, or milestone-based. Add the expiry date, included deliverables, excluded costs, tax assumption, payment terms, and any deposit requirement. Those fields give both parties a clear reference when the approved quote becomes an invoice.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable work, then supports invoice customization and export to QuickBooks Online, Xero, or FreshBooks.
Everhour keeps invoice status connected to project and billing data after export. Exported invoices can show status, invoice number, issue date, and amount back in Everhour, so teams can see which approved work has moved from uninvoiced time to billed revenue.
Track approved work, expenses, rates, and client terms in one billing workflow. Everhour converts billable activity into invoices and keeps invoice status visible after accounting export.
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