Security Invoice Template - Canada

Yes, security services including guard duties, patrol, monitoring, and consultation are generally subject to HST (or GST/PST depending on province). Ensure your invoice clearly separates taxable amounts and tax calculations for each province where you operate. Some provinces apply different rates, so verify your provincial rate and apply it correctly. Include your GST/HST registration number on all invoices. Security companies should maintain clear documentation of provincial tax rates for each client location to ensure compliance.

Retainer invoices for security services should specify exactly which services are included in the fixed monthly or quarterly fee—such as a set number of patrol hours, alarm monitoring access, or consultation availability. Break down the retainer amount and any additional services billed separately. Clearly state the retainer period and what happens if services exceed the included amount. Include a line item for the retainer itself, then add overage charges if applicable. This prevents disputes and clarifies expectations for ongoing security relationships.

List each service category separately with distinct line items: guard services (broken down by shift), patrol work, monitoring fees, consultation, and any equipment or system setup. Include the quantity of hours or units, rate per unit, and total for each service. For example, distinguish between day-shift guards at one rate and night-shift guards at a higher rate. This itemization helps clients understand their costs and justifies your pricing. Detailed line items also simplify tax calculations when different services might have different billing structures.

Yes, travel time for security services is commonly billed as a separate line item, especially for mobile patrol or consultation work outside your base location. Establish a clear travel time policy before invoicing—specify your rate and whether you charge for travel to and from the site, or only one way. Document the distance or time spent traveling so clients understand the charge. Include travel time on the invoice as its own line item with the rate and hours clearly noted. This practice is standard in the Canadian security industry.

Most Canadian security companies invoice on Net 30 days (payment due within 30 days), though Net 15 and Net 45 are also common depending on client size and contract terms. For retainer-based work, invoicing is typically monthly at the beginning or end of the month. Specify payment terms clearly on every invoice. Some security firms require deposits for new clients or partial upfront payment for larger contracts. Establish and communicate your payment terms before starting work to avoid confusion and late payments.

Create a separate line item for emergency or after-hours calls, noting the date, time, and duration. Apply a higher rate or premium (commonly 1.5x to 2x the regular rate) to reflect the urgency and inconvenience. Specify on the invoice whether the call was a true emergency, after-hours response, or weekend service so the client understands the premium charge. Include details like response time and services provided. Ensure your service agreement documents your emergency call rates beforehand so invoices match client expectations and prevent payment disputes.

Group services by type rather than individual guards—list "Security Guard Services - Day Shift, 40 hours at $25/hour" instead of naming each person. This approach is cleaner, protects employee privacy, and is standard practice in security invoicing. However, maintain internal records linking hours to specific guards for payroll and compliance. If a client specifically requests individual guard names or crew information, include that in a separate attachment rather than the main invoice. Grouping by service type also simplifies accounting.

Collect the client's legal business name, full mailing address, contact person, phone number, and email. Request a purchase order number if they require it for payment authorization. Clarify which location(s) services are provided at for multi-site clients. Confirm applicable tax information and whether they're GST/HST registered. Verify payment method preferences and any invoicing instructions like specific cost codes or approver names. Get written agreement on rates, service scope, and billing frequency before starting work. This information prevents invoicing errors and ensures smooth payment processing.