What to put on an invoice in Canada

The basics every invoice needs

• Your business name and contact details. Use the name your customer knows, and add an email and a phone number.
• Your customer's name. Use the legal or trade name they want on their books, and a billing address if they have one.
• A unique invoice number. A simple running number is enough. Never reuse one.
• The invoice date and the due date. "Due in 14 days" is helpful, but a calendar date removes any doubt.
• A clear description of the work. What was done, when, and how much of it: hours, units or a fixed fee.
• The amounts. Each line, the subtotal, any tax and the total due.
• How to pay. Say which methods you accept, and give the details the customer needs.

Tax lines

If you are registered for GST/HST, your invoice should show the tax you charged and your registration number. The Canada Revenue Agency sets out which details are required, and the list grows with the size of the sale, so check the current guidance for your situation. Where a provincial tax applies, such as Quebec's QST or the PST in some provinces, show it as its own line as well.

If you are not registered, do not add a tax line. Charging tax you are not registered to collect causes problems for you and for your customer.

Terms that save you a conversation

State your payment terms on the invoice itself. If you plan to charge interest or a fee on late balances, say so before the work starts and repeat it on the invoice. Terms that appear for the first time on a late reminder are hard to enforce and sour a relationship.

Small touches that help

• Put a purchase order or project reference on the invoice if the customer uses them. It is often the difference between paid and "stuck in approvals."
• Itemize rather than lump. A customer can approve three clear lines faster than one vague total.
• Send the invoice as soon as the work is done. The fresher the job, the fewer questions.

Where Invo.tax fits

Invo.tax builds the draft from your work note, calculates the amounts, and shows you the full PDF before anything is saved or sent. You read it, fix it and approve it. It does not decide what tax applies to you; that part stays with you and your accountant.