CANADA INVOICE TEMPLATES · CAD · A4
Free Canada Invoice Template
GST & HST Ready
Editable invoice templates with GST, HST, PST and QST fields for Canadian billing. Choose a layout, add your business details, and use the tax lines that apply to your province and transaction.
No email required · No watermark · PDF, Excel & Word formats
Create Invoice Online
Enter your business, customer and line items. Apply one GST/HST rate to the whole invoice, or switch it off. Review your invoice as you type.
Create an Invoice
Fill in the fields — totals calculate as you type
1YOUR BUSINESS
2BILL TO
Date format: MM/DD/YYYY. Press Arrow Down to open the calendar.
Date format: MM/DD/YYYY. Press Arrow Down to open the calendar.
3ITEMS
4GST/HST
5DISCOUNT
6PAYMENT
Amount already received from the client
7NOTES & TERMS
One GST/HST rate applies to all items and is calculated on the subtotal after discount. For separate PST, RST or QST lines, use an editable template and check the applicable tax treatment.
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Choose the Right Template for Your Situation
Choose a PDF, Word or Excel design. Enter the applicable GST/HST rate and any provincial tax manually. Include the supplier GST/HST number in the existing tax or payment-details area.
Fill It in Once. Reuse It Every Month.
Use Invoice Zip to keep clients and service items available for your next invoice.
Create Invoice NowWhat a Canadian Invoice Should Include
CRA documentation requirements depend on the total sale. Use these numbered fields to prepare a Canadian invoice, with the extra details needed to support your customer’s input tax credit.
- 1
Invoice Number
Recommended for tracking and payment references. Use a unique number such as CA-2026-0142 so you and the customer can identify the invoice. Invoice numbers are not listed in CRA’s standard ITC documentation table; additional provincial or industry rules may apply. - 2
Invoice Date
The date the invoice is issued. Use it as a clear reference for billing, records and payment terms. - 3
Supplier Name and Address
Your business name and a physical address. A sole proprietor may use their own name plus a trading name. - 4
Recipient Name
Who you are billing. For CRA ITC documentation on sales of $500 or more, include the buyer’s name, trading name or authorized agent’s name. - 5
Recipient Address
Include the recipient’s billing address. Add a different delivery address when needed to identify the transaction or apply the place-of-supply rules. - 6
Description of Goods or Services
Enough detail for the supply to be identified, e.g. “Website redesign, 40 hours @ $60/hr”. A brief description is required for CRA ITC documentation at $500 or more. - 7
Terms of Payment
Required for CRA ITC documentation when the total sale is $500 or more. State Net 30, Net 15 or due on receipt explicitly. - 8
Tax Rate and Amount per Tax
Show HST alone, or GST and any applicable PST, RST or QST separately, at their own rates. In Quebec, QST must never be blended into GST; both are calculated on the pre-GST sale price. - 9
Zero-Rated or Exempt Note
If you do not charge GST/HST, explain the applicable tax treatment. Distinguish zero-rated supplies, which remain taxable at 0%, from exempt supplies. Zero-rated supplies still form part of GST/HST reporting. - 10
Total Amount Paid or Payable
Show the total for the sale, including applicable taxes and adjustments. CRA’s standard ITC record requires this amount at every sale value. If a payment has already been received, show the invoice total, amount paid and remaining balance separately.
Canadian Tax Rates by Province and Territory
Canada runs three tax systems side by side: GST only (5%), HST (a blended federal-provincial rate), and GST plus a separate provincial tax. Quebec administers its own QST. Rates below are provincial general rates.
Choose the right tax lines
HST combines the federal and provincial parts in one rate. In GST + PST, RST or QST provinces, show the applicable taxes separately.
- 01
Find the place of supply
The applicable province depends on the goods or services and the relevant place-of-supply rules.
- 02
Check registration and taxability
Confirm which taxes you must collect. GST/HST registration and provincial registration are separate questions.
- 03
Review the calculation
Use HST alone in an HST province. Where GST and QST apply, calculate both on the pre-GST sale price.
GST/HST and Provincial Tax Rate Reference
General rates for all 13 provinces and territories. Verify the tax treatment of your supply.
| Province / territory | Tax system | Combined rate | How to show it on the invoice |
|---|---|---|---|
| Alberta | GST only | 5% | GST 5% |
| British Columbia | GST + PST | 12% | GST 5% and PST 7% on separate lines |
| Manitoba | GST + RST | 12% | GST 5% and RST 7% on separate lines |
| New Brunswick | HST | 15% | HST 15% as one line |
| Newfoundland & Labrador | HST | 15% | HST 15% as one line |
| Northwest Territories | GST only | 5% | GST 5% |
| Nova Scotia | HST | 14% | HST 14% as one line |
| Nunavut | GST only | 5% | GST 5% |
| Ontario | HST | 13% | HST 13% as one line |
| Prince Edward Island | HST | 15% | HST 15% as one line |
| Quebec | GST + QST | 14.975% | GST 5% and QST 9.975% on separate lines |
| Saskatchewan | GST + PST | 11% | GST 5% and PST 6% on separate lines |
| Yukon | GST only | 5% | GST 5% |
Check the official guidance:
Common Mistakes to Avoid
Compare common invoice mistakes with the right approach, then review the Canadian tax and language rules below.
A Quick Review Can Prevent a Follow-Up
Check the customer, charges, dates and tax treatment before sharing the final invoice.
WRONG
One combined tax line for GST and QST- GST/HST number missing or truncated
- Charging your home-province rate on every invoice
- Using the old $150 invoice threshold
- Reusing an invoice number for a different bill
- Description only says “Services”
RIGHT
Show GST and QST separately, each with its own rate and amount.- Use the full supplier GST/HST account number when required; do not assume every account ends RT0001.
- Determine the rate under the applicable place-of-supply rules.
- At $500 or more, include the buyer’s name, description and payment terms for CRA ITC records.
- Use unique invoice references and retain related voids, credits or correction records.
- Itemise the scope, quantities or hours, and the agreed prices.
Three Canadian Invoice Checks
Check these details when billing across provinces or using a bilingual invoice.
- 01
Quebec QST is not GST
QST is calculated on the pre-GST sale price, not on GST. Show GST and QST separately, with the relevant registration numbers where required. On $2,850.00, GST is $142.50 and QST is $284.29: total $3,276.79.
- 02
Place of supply decides the rate
The province where you are based does not automatically decide the tax rate. For goods, delivery location is often relevant. For services, the recipient’s address can be relevant, but service-specific rules and exceptions must be checked.
- 03
French invoicing in Quebec
Quebec’s Charter generally requires invoices and similar documents in French. Another language may appear if French is available on terms at least as favourable. Provide a French or appropriate bilingual invoice and check any applicable exceptions.
Frequently Asked Questions
Do I need to register for GST/HST?
Registration is generally required when taxable supplies exceed $30,000 in one calendar quarter or over four consecutive calendar quarters, including associated persons’ taxable supplies. Exceptions and different thresholds apply to some suppliers. Small suppliers can often register voluntarily.
What is the difference between GST, HST, PST and QST?
GST is the 5% federal tax. HST is a blended federal-provincial tax used in Ontario and the Atlantic provinces, shown as a single rate. PST and RST are separate provincial retail taxes in BC, Saskatchewan and Manitoba. QST is Quebec's own tax, administered by Revenu Québec at 9.975%.
Do I have to show GST and QST separately?
Show GST and QST separately with the relevant rates and tax amounts. QST is calculated on the pre-GST sale price. Include the relevant registration numbers where required.
What information is required on a Canadian invoice?
CRA ITC documentation uses three sale-total tiers: under $100, $100–$499.99, and $500 or more. Required details increase with the amount. Use the checklist above and consult the CRA table for transaction-specific requirements.
Can I invoice in English only?
Quebec’s Charter generally requires invoices in French; another language may be added when French is available on terms at least as favourable. A French or appropriate bilingual invoice can address this requirement. Check applicable exceptions.
How do I invoice a US or overseas client?
Some exports of goods or services qualify for zero-rating, but exceptions apply. Do not assume a non-resident customer automatically means 0% GST/HST. Check the applicable export conditions and retain supporting evidence.
What is a small supplier?
For most businesses, the general limit is $30,000 in taxable supplies in a single calendar quarter and over four consecutive quarters, including associated persons’ supplies. Exceptions apply. An unregistered small supplier generally does not charge GST/HST or claim ITCs; provincial taxes must be checked separately.
How long must I keep invoices?
Generally, keep invoices and supporting records for six years from the end of the relevant year. Special situations can require longer retention. Digital records must remain complete, readable and accessible.
What if I made a mistake on an invoice?
Correct the invoice and preserve a clear audit trail. A credit or debit note may be appropriate when changing tax or amounts already billed. Keep the original and the related correction records.
Do I need a separate invoice template per province?
You can reuse one layout across provinces by changing the applicable tax lines. The online maker applies one GST/HST rate to the whole invoice and lets you switch it off; downloaded templates can be edited for separate provincial taxes. Confirm registration, taxability and place of supply for each transaction.
Invoice Templates for Other Countries
Explore layouts with the currencies and local fields used in these other countries.