Company Invoice Template - Canada

Businesses must register for GST/HST when their revenue reaches $30,000 in a four-consecutive-quarter period. Once registered, you'll receive a GST/HST account number that must appear on your invoices. Some businesses can register voluntarily before hitting this threshold. Your company invoice template should include a dedicated field for your GST/HST account number to maintain compliance with Canada Revenue Agency requirements. Check with your provincial tax authority, as some provinces have specific registration deadlines and additional requirements.

Yes. If you invoice clients across Canada, you must charge the applicable provincial rate where the service is performed or client is located. Ontario and Atlantic provinces charge HST (15%), British Columbia and Manitoba charge PST (5–7%), Alberta has no sales tax, and Quebec charges QST. Your company invoice template should allow you to adjust tax rates per invoice line or client location. Consult the CRA's detailed rules or a tax professional to ensure correct application for multi-province invoicing.

Canadian businesses typically use Net 30 terms (payment due 30 days from invoice date), though Net 15 or immediate payment is common in some industries. Clearly stated payment terms prevent disputes and reduce late-payment issues. Include your accepted payment methods—bank transfer, check, or credit card—to help clients pay faster. Your company invoice template should have a dedicated section for terms and due date. Align your payment terms with industry norms in your sector, as expectations vary across different Canadian business fields.

The Canada Revenue Agency requires businesses to keep invoices and supporting financial records for at least six years from the end of the taxation year in which the invoice was issued. This applies to both sales invoices you issue and purchase invoices you receive. Digital and printed copies are acceptable. Your company invoice template should support archiving and organization, whether stored digitally or in paper format. Proper record retention protects you during audits and is essential for tax compliance.

Your GST/HST account number (also called your HST Registration Number) must appear on every invoice you issue. Place it in the company information section at the top of your invoice, typically next to your business name and address. The format is usually nine digits followed by "RT0001" (for example: 123456789RT0001). This number is essential for clients who can claim input tax credits and for CRA verification. Always double-check that your account number is correctly formatted and complete to avoid invoicing errors.

Both sole proprietors and corporations must include the same GST/HST information if registered, but the business name and legal entity representation differ. A corporation should display its legal registered name and account number, while a sole proprietor typically uses their business name or personal name. Your company invoice template should be flexible enough to accommodate either structure. Some provinces have additional requirements for sole proprietors, particularly around business licensing. Consult your province's business registry or accountant for specific naming conventions.

Yes, a single company invoice template works across provinces, but you must apply the correct tax rate for each province where you provide services or sell goods. Use a template that allows you to customize tax rates per invoice or line item rather than one with fixed percentages. Document the service location or delivery address on each invoice to justify the tax rate applied. If you operate in multiple provinces regularly, maintain detailed records showing which rate applies to each client or transaction for audit purposes.

Use YYYY-MM-DD (ISO 8601) format—for example, 2026-07-18—which is the Canadian standard for legal and government documents, or DD/MM/YYYY if you prefer written form. Avoid ambiguous formats like MM/DD/YYYY to prevent confusion with American conventions. Your company invoice template should include consistent date formatting for the invoice date and due date. The CRA and most Canadian accounting systems recognize ISO format as the most reliable, especially for digital record-keeping and audits. Clear dating also prevents payment disputes.