If you're self-employed or running a small service business in Canada, sending a professional invoice is one of the most important things you can do to get paid on time. A clear, complete invoice sets expectations, looks professional, and gives your client everything they need to process payment quickly.
What every Canadian invoice needs
A proper invoice in Canada should include the following:
- Your full name or business name and contact information
- Your client's name and contact information
- A unique invoice number for your records
- The date the invoice was issued
- A clear description of the services or products provided
- The quantity and unit price for each item
- Any applicable taxes (GST, HST, or PST depending on your province)
- The total amount due and your payment terms
GST and HST — what you need to know
If your business earns more than $30,000 CAD in a calendar quarter or over four consecutive quarters, you are required to register for a GST/HST number and collect tax from your clients. Once registered, you must include your GST/HST number on all invoices.
The rate varies by province. Ontario uses HST at 13%. Alberta has only GST at 5%. British Columbia charges GST plus PST separately. Make sure you are applying the correct rate for the province where your client is located.
Invoice numbering
Keep your invoice numbers sequential — INV-0001, INV-0002, and so on. This makes it easy to reference specific invoices in conversations with clients and keeps your records organized at tax time.
Payment terms
Always include a due date or payment terms on your invoice. "Net 30" means payment is due within 30 days. Many freelancers use "Net 14" or even "Due on receipt" for smaller jobs. The clearer your terms, the faster you tend to get paid.
Sending your invoice
Email is the standard. Send your invoice as a PDF attachment with a short professional message. Keep a copy for your own records. Follow up politely if payment hasn't arrived by the due date — a brief reminder email is completely normal and expected in business.
InvoiceNow makes all of this straightforward. Create an invoice in minutes, apply your taxes, and email the PDF directly to your client — all from one place.