Do you run a business in Canada or work as a freelancer and need an easy way to bill your clients? You’re in the right place. In this post, we’ll give you Canadian invoice templates that you can download in Word, Excel, or PDF formats, whatever works best for you. We’ll also cover what key information needs to be included on your invoice to make sure it’s compliant with Canadian regulations. Plus, we’ll share some free tools to help you create and send invoices quickly so you can spend less time on paperwork and more time running your business. Let’s get started!
Table of Contents:
- Canadian Invoice Template Free Download
- Why Are Invoices Important for Canadian Businesses?
- Key Elements to Include in your Canadian Invoice
- How to Make Your Invoices CRA-Compliant:
- Free Tool to Send Canadian Complaint Invoice
- How to Add a Discount on an Invoice Using a Free Tool: A Step by Step Guide
- Conclusion
Canadian Invoice Template: Free Download
Here are the Canadian invoice templates that you can download for free in your preferred format—whether that’s Word, Excel, Google Sheets, or PDF. No need to worry about starting from scratch or spending hours trying to design a professional-looking invoice.
We’ve made it simple for you. Choose the format you like, download the template, or make a copy. Once you’ve got the template, all you need to do is add your business details, add your client’s information, list the services or products you’re billing for, and tax details, and you’re good to go!
Download the Canadian Invoice Template in PDF
Download the Canadian Invoice Template in Word
Download the Canadian Invoice Template in MS Excel
The templates are designed to meet Canadian invoicing standards, so you don’t have to stress about whether your invoice is compliant with the Canada Revenue Agency (CRA) requirements. Whether you run a small business or work as a freelancer, these templates are flexible enough to suit your needs.
Why Are Invoices Important for Canadian Businesses?
For Canadian businesses, invoices are important for the following reasons:
- In Canada, businesses are legally required to issue invoices to document sales and services, especially when dealing with GST/HST. The Canada Revenue Agency (CRA) mandates that businesses must clearly state whether the GST (Goods and Services Tax) or HST (Harmonized Sales Tax) is applied to purchases.
- This is important because the CRA uses these invoices to monitor and verify tax compliance. Failing to issue proper invoices can lead to fines or complications during tax audits.
- Invoices provide the necessary documentation to show how much GST/HST you’ve charged your customers and how much you’ve paid on your own purchases.
- This information is essential when you submit your tax returns to the CRA. It’s also crucial for businesses that claim Input Tax Credits (ITCs), which allow you to get a refund on the GST/HST you’ve paid.
- Also, The CRA has clear guidelines on what information your invoices need to include, especially regarding GST/HST. Properly issued invoices not only help you stay compliant with tax laws but also allow your customers (especially those who are also businesses) to claim ITCs or tax rebates.
- If your invoices don’t meet CRA requirements, your clients might face problems when trying to claim their tax credits, which could impact your business relationships.
Key Elements to Include in your Canadian Invoice:
Now that you know why invoices are so important, let’s go over what you actually need to include in your invoice.
1. Business and Customer Information
First, make sure your business name and contact information are at the top. This is crucial so your customer knows exactly who they’re dealing with and how to reach you if they have any questions. Also, don’t forget to include your customer’s name and address. This helps keep things organized and makes it easier to track payments.
2. Invoice Number and Date
Every invoice should have a unique invoice number. This might sound small, but it’s a big help when you’re keeping track of everything, especially when you’re following up on payments. Next, include the date of the invoice. This tells your customer when the invoice was created and helps you set payment terms.
3. Description of Goods or Services
You’ll also want to list out what you’re charging for. Whether it’s products or services, include a brief description along with the quantity and price. This way, your customer knows exactly what they’re paying for.
4. Subtotal Before Taxes
Then, show the subtotal before taxes so it’s clear how much the goods or services cost before any additional charges.
5. GST/HST Information
If you’re charging GST or HST, you need to include your GST/HST registration number. It’s also important to show the tax rate and amount separately or clearly state that the total includes taxes. If you’re dealing with HST, just show the full rate (like 13%) without splitting it into federal and provincial parts.
6. Total Amount Owed
After that, show the total amount your customer owes, including taxes. This is the final amount they need to pay.
7. Payment Terms
Right below that, you should clearly state your payment terms—when the payment is due, how they can pay, and if there are any penalties for late payment or discounts for early payment.
8. Additional Notes
Lastly, if there’s anything else your customer should know—like return policies, warranty info, or any special notes—add that at the end.
How to Make Your Invoices CRA-Compliant:
Based on the CRA’s requirements, here’s what you must include on your invoices.
1. GST/HST Application:
- You need to clearly inform your customers whether GST or HST is applied to their purchases. This can be done through a receipt, invoice, or even signs at your business.
- You must show whether the GST/HST is included in the price or added separately.
2. Applicable Tax Rate:
- You must show the GST/HST rate that applies to the goods or services you’re providing. Either show the tax amount separately or indicate that the total price includes GST/HST.
- For example, if you’re charging 13% HST, you need to clearly show that 13% was added to the total cost, or that the total amount includes this tax.
3. HST Rates:
- If HST applies, just show the total HST rate (like 13% or 15%). You don’t need to break it down into federal and provincial portions.
4. Special Invoices for GST/HST Registrants:
- If you’re supplying goods or services to customers who are registered for GST/HST (e.g., other businesses), your invoice must include specific details. They need these details to claim Input Tax Credits (ITCs) for the GST/HST they paid.
- Make sure the invoice includes information like the total tax paid and your GST/HST registration number.
5. Invoice Date for Reporting:
The date of the invoice is important for tax reporting. You need to report and remit (pay) the GST/HST you’ve charged in the reporting period, which includes the invoice date. This applies even if you haven’t received payment yet.
Now that you’ve seen the key elements that go into making an invoice let’s take a look at how you can send one using a tool that’s completely free to get started—CheckYa. This tool makes the invoicing process simple, efficient, and accessible for businesses and freelancers alike.
Free Tool to Send Canadian Complaint Invoice:
CheckYa is an invoicing tool that helps you send invoices and receive payments. With CheckYa, there’s no need for complicated setups or upfront payments. It’s free to use, and no credit card details are required. The platform provides a predefined invoice template, so you don’t have to waste time creating one from scratch. All you need to do is fill in your details and hit send, and your Canadian-compliant invoice is ready to go in just a few clicks.
One of the major benefits of CheckYa is that you can invoice in over 135 currencies, making it an ideal solution for working with both local and international clients. Plus, it gives your clients several payment options, including Google Pay, Apple Pay, credit card, debit card, ACH, and PayPal, making it easy for your clients to pay you quickly.
In addition, CheckYa allows you to easily add discounts, apply taxes, and record partial payments directly on your invoice. Everything is organized in one place, so you can track payments without any hassle. It also helps you stay on top of things by sending automated payment reminders two days before the due date, reducing the chances of late payments.
CheckYa also gives you the option to save on transaction fees by passing 50-100% of those fees to your clients, which can help keep more money in your pocket. And you can track all your paid, unpaid, and overdue invoices in one easy view.
Try CheckYa today by signing up for free here.
Conclusion:
Now that you know the key elements of a Canadian invoice and have learned about free tools like CheckYa to help you send it, you’re ready to make invoicing easier. Whether you’re just starting or want to simplify your current process, having the right tool makes a big difference. Make sure to bookmark this guide so you can easily refer back to it when you’re ready to send your next invoice.
