This Canadian invoice template covers the fields CRA invoicing rules expect. Copy it into a document or spreadsheet, replace the bracketed fields, and save a copy of the completed invoice. First determine whether GST/HST applies to your sale and which rate applies; an invoice format does not determine the tax treatment.
Free Canadian invoice template
INVOICE
From: [supplier legal or trading name]
Address: [supplier address]
Contact: [email or telephone]
GST/HST account number, if registered: [9-digit BN + RT + 4-digit account]
Bill to: [customer legal or trading name]
Invoice number: [number]
Invoice date: [date]
Payment terms: [for example, due 30 days from invoice date]
Payment instructions: [your chosen payment method and details]
Description Quantity Unit price Amount
[goods or services] [qty] $[price] $[amount]
[additional item, if applicable] [qty] $[price] $[amount]
Subtotal before tax: $[amount]
GST/HST: [applicable rate]% × $[taxable amount] $[tax]
Other applicable sales tax, if any: $[amount]
TOTAL DUE: $[total]
Put only taxes that actually apply on the invoice; identify different tax treatments if the invoice contains taxable, zero-rated or exempt items. A seller without a GST/HST account should not invent a registration number. If you are an unregistered small supplier with no earlier obligation, do not add GST/HST unless you register voluntarily; someone already required to register may owe tax from the applicable effective date. See when to register and start charging.
Canadian invoice example: Ontario sale with 13% HST
This fictional example assumes a registered supplier sells a taxable design service whose place of supply is Ontario, at 13% HST. The names and account number are illustrations; replace them with your own details. For another province or a different service, check the CRA’s rate and place-of-supply guidance and any separately applicable provincial tax. The numbered notes below show which ITC documentation tier each field supports.
| Example invoice — Ontario sale, 13% HST | |
|---|---|
| Supplier name1 | Example Design Studio |
| Invoice date1 | October 16, 2026 |
| GST/HST account2 | 123456789 RT 0001 (illustration only) |
| Buyer name3 | Example Client Ltd. |
| Payment terms3 | Due within 30 days of invoice date |
| Description3 | Design service, 1 × $500.00 |
| Subtotal | $500.00 |
| HST2 (13% of $500.00) | $65.00 |
| Total due | $565.00 |
1 Under $100 (based on the total shown on the supporting documentation): the name or trading name of the supplier or an intermediary, the invoice date (if no invoice is issued, the date on which tax was paid or payable) and the total amount paid or payable. 2 Add when that total is $100 or more: the registration number of the supplier or intermediary and the tax amount or another tax disclosure the regulations allow (for example, if the price includes tax, a statement that tax is included and the total tax rate). 3 Add when that total is $500 or more: the buyer’s name (or trading name, or the name of an authorized agent or representative), payment terms and a description sufficient to identify each supply.
This example provides the supplier and customer names, date, account number, description, payment terms, tax and total. The tax is $500 × 0.13. It is an illustration of the ordinary Ontario rate, not a default for every Canadian supply.
Templates for freelancers and contractors
Adjust the description and line-item rows to match how you bill.
- Hourly or timesheet invoice: replace the single description row with one row per date or task, showing hours and an hourly rate (for example, “Oct 1–15: 20 hours × $45.00 = $900.00”).
- Contractor invoice (materials and labour): list materials and labour as separate rows with their own amounts so the client can see what each part cost.
- Self-employed, no GST/HST number: if you are not registered, have no obligation to register and no GST/HST is chargeable on the sale, do not charge GST/HST on the invoice, and do not invent an account number.
What does a business customer need for an ITC?
The information the supporting documentation must contain for an ITC claim depends on the total shown on it: under $100, $100 or more, and $500 or more. The notes under the example invoice above list what each tier requires.
See the CRA invoice requirements guide for the full documentation tiers and tax-disclosure duties, including how to show GST/HST on an invoice, under the Excise Tax Act, section 223.
Sending and keeping the invoice
- Confirm the supply’s tax status and place of supply before entering a rate. For an HST sale, show the combined HST rather than separate federal and provincial portions.
- Replace all example names and the example account number with the actual details. Add any other tax only if it applies to that transaction.
- Save the issued invoice with your business records. CRA generally requires records for six years from the end of the last year to which they relate; longer retention can be required. CRA: charge, collect and keep records
- A document template works for a single invoice; for repeat invoicing, compare invoicing software or browse invoicing tool options and check whether a tool fits your records and tax workflow.
Sources checked October 16, 2026: CRA’s charge and collect guide, ITC guidance, and the ITC Information Regulations.
Can I create a simple invoice online?
Copy the template above without paying for a template, paste it into a document or spreadsheet, replace the placeholders, check the tax treatment and keep a copy of the invoice you send. For example, Google says anyone with a Google Account can create in Sheets; enter the invoice fields and calculate the amounts yourself. Some Google features depend on a paid plan. A spreadsheet does not automatically determine the correct Canadian tax treatment. Check the tool’s current terms before choosing it.
Sources for the added section checked October 17, 2026.