Everhour keeps billable time organized before invoicing, while Canadian GST/HST rules set the tax details your invoice needs.
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Sending an invoice in Canada means giving the buyer a usable billing document and keeping support for your own records. The invoice should identify the supplier, buyer when required, invoice date, description of the goods or services, amounts charged, tax treatment, and payment terms. A client should be able to approve the charge without asking for the missing rate, tax number, or scope of work.
The country-specific tax label matters. Canada uses GST/HST on most taxable supplies of property and services made in Canada. HST applies in participating provinces, while non-HST provinces and territories use 5% GST and may also have PST or QST. The invoice should show the correct tax treatment for the province tied to the supply, not a generic sales-tax line copied from another country.
CRA support fields change by invoice amount. For a taxable sale under $100, documentation must include 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. That basic level works for small receipts, but it is thin for normal B2B billing.
For a taxable sale of $100 to $499.99, documentation must also show 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 $500 or more, it must also include the buyer's name or trading name, a brief description of the property or services, and the payment terms.
Canadian tax rates are province-sensitive. 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. A Canadian invoice should make the applied rate visible when the supply is taxable and non-zero-rated.
Separate provincial taxes may also apply in non-HST provinces. The CRA rates table lists 7% PST in British Columbia and Manitoba, 9.975% QST in Quebec, and 6% PST in Saskatchewan. If both GST and PST apply, GST is calculated on the price excluding PST. A clean invoice keeps these labels distinct so the client can book the tax correctly.
A one-off invoice is enough when you sell a single fixed-price service, know the correct GST/HST treatment, and only need a clean PDF or record. It also works for occasional billing where the buyer, tax line, due date, and description fit on one document. The main risk is manual re-entry when time, expenses, and rates come from separate notes.
A managed workflow is better when invoices come from tracked work. Everhour lets admins separate billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, and member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so the invoice starts from approved work instead of reconstructed totals.
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 Canadian invoice needs GST/HST treatment when a registrant makes a taxable supply. A person is generally a small supplier if 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 extra charity and public institution tests.
The supplier or intermediary GST/HST registration number belongs on GST/HST ITC support documentation for taxable sales of $100 or more. This number helps the buyer support an input tax credit claim. Leaving it off a $100-plus taxable invoice creates avoidable cleanup for the client, even when the amount and tax rate are otherwise clear.
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, the total HST rate is shown rather than separate federal and provincial parts. A separate tax line is usually the clearest format for client approval.
For a taxable sale of $500 or more, CRA support documentation must include 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. These fields come in addition to the supplier, date, total, GST/HST detail, supply status, and GST/HST registration number required at lower thresholds.
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, electronic filing is required for most GST/HST registrants, with limited exceptions.
Everhour lets admins set project billing status, mark specific tasks as non-billable, use custom task rates, and set member-rate exceptions. Reports can include billable time, non-billable time, billable amount, and cost, so invoice preparation starts with the work that should actually be charged.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. Users can select uninvoiced time and expenses, preview the breakdown, and generate an invoice while Everhour excludes non-billable work and marks invoiced time so it does not appear again on a later invoice.
Track approved hours, separate billable from non-billable work, and send cleaner client invoices from Everhour with billable reporting connected to the billing workflow.
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