Delivery Invoice Template - Canada

A Canadian delivery invoice should include your business name and address, the recipient's details, invoice number and date, itemized services (delivery type, distance, special handling), rates per service, subtotal, applicable GST/HST, and total amount due. Include payment terms, accepted payment methods, and your contact information. For interprovincial deliveries, clearly identify the provinces involved. Many Canadian delivery businesses also add tracking numbers and promised delivery dates for transparency and accountability purposes.

Line up each delivery service as a separate row showing the service description, quantity (number of deliveries), and rate per delivery. Include additional charges like fuel surcharges, signature confirmation, or fragile item handling as separate line items. This approach helps clients understand your cost breakdown and justifies your total fee. Group related services together—for example, place all handling fees together and premium services separately—to maintain clarity.

Yes. You must collect and remit GST/HST based on your province and revenue threshold. Most provinces use HST (harmonized sales tax) at rates between 13-15%, while others use GST plus PST. Include the applicable tax rate on your invoice and calculate it on taxable services. If your annual revenue exceeds your province's threshold (typically $30,000), you must register for GST/HST even if you're self-employed. Consult CRA guidelines for your specific situation.

Absolutely. Fuel surcharges are standard in the delivery industry across Canada and help offset rising fuel costs. Clearly itemize fuel surcharges as a separate line item with a fixed rate or percentage. Transparency is essential—clients appreciate knowing that fuel costs are separated from base delivery fees. Some businesses adjust surcharges monthly based on fuel price fluctuations. Document your surcharge policy in your invoice template and communicate it clearly to clients upfront.

Yes, separating special handling charges is best practice. List standard delivery rates at your base price, then add handling fees like "Fragile Item Handling Fee," "Heavy Package Premium," or "Special Equipment Required" as individual line items. This transparency helps clients understand why costs vary by package type and encourages them to provide accurate descriptions. It also protects you by documenting additional work performed and justifying higher invoices when circumstances warrant extra care.

Most Canadian delivery businesses use net 15 or net 30 payment terms, depending on your client relationship and cash flow needs. Courier companies and freight services often require payment upon delivery or prepayment, while regular clients may receive invoice-based terms. Clearly state your payment terms on every invoice, including due date and late payment policies. If you offer early payment discounts, specify them (e.g., 2% discount if paid within 5 days). Consistency protects your revenue stream.

Identify which provinces are involved and note them clearly—either in the service description or a separate notes section. This matters for tax purposes and helps clients track shipments. For example, "Toronto to Montreal - Express Delivery" immediately clarifies the route. If you operate across multiple provinces, consider creating invoices that show provincial breakdown, especially if rates vary by region. Include tracking numbers and expected delivery dates to add value and professionalism.

Yes, signature confirmation is a valuable, billable service that many clients require for added security. Line-item it separately on your invoice (e.g., "Signature Confirmation Service - $8.00 per package") to document this service clearly and justify your total fee. Signature requirements are common for high-value shipments, legal documents, or time-sensitive deliveries. Signature confirmation increases accountability and protects both parties. Always confirm with clients beforehand whether signature confirmation is needed so there are no surprises when they receive the invoice.