What to Include on an Invoice
Guide • Canada • last updated October 2026
Every field a compliant Canadian invoice needs, from business and tax numbers to terms, with a free template to fill in.
A compliant Canadian invoice has a clear set of required fields. Miss one and you risk delayed payment or a problem at tax time. This guide lists everything to include, with a free template to fill in at the invoice template generator.
Required fields
- The word Invoice and a unique invoice number.
- The invoice date and the payment due date.
- Your business name, address and contact details.
- The client's name and billing address.
- A description of goods or services, with quantities and rates.
- Subtotal, tax, and total in Canadian dollars.
Business and tax numbers
If you are registered for GST/HST, your invoice must show your Business Number with the GST/HST account. In Quebec, also show your QST number. These let clients claim their own input tax credits.
Line items and totals
Break the work into clear line items so the client can see what they are paying for. Show the subtotal, then tax as its own line or lines, then the grand total.
Payment terms and methods
State the terms (for example Net 15), accepted payment methods, and any late fee. The clearer the ask, the faster the payment.
A worked example
A consultant's invoice shows INV-2026-021, the date, both parties' details, the GST/HST number, two line items totalling $1,500, 13% HST of $195, a $1,695 total, Net 15 terms, and an online payment link.
Optional details that help you get paid
Beyond the required fields, a few extras smooth payment. A purchase-order or reference number helps corporate clients route the invoice. A short thank-you line keeps the relationship warm. Clear notes on accepted payment methods and a pay-now link remove friction. For recurring clients, a line showing their balance or plan reassures them the numbers are right.
Formatting for clarity
A readable invoice is paid faster. Put your logo and business name at the top, the totals where the eye lands, and keep line items aligned and uncluttered. Use a consistent layout across every invoice so clients recognize yours and know where to look for the amount and the due date.
Tax details done right
If you are registered, your GST/HST number is mandatory, and in Quebec your QST number too. Show each tax on its own line with the rate and amount, and make sure the rate matches the client's province. Getting this right is what lets your client claim their own input tax credits, and keeps your records clean.
A field-by-field checklist
- Header: the word Invoice, your logo, business name and contact details.
- Numbers: unique invoice number, issue date, due date.
- Parties: your details and tax numbers, the client's name and address.
- Body: itemized goods or services with quantities and rates.
- Totals: subtotal, tax lines, grand total in CAD.
- Terms: payment terms, methods, late fee, and a thank-you.
Branding that builds trust
A consistent, professional look does quiet work: it reassures the client the business is real and the invoice is legitimate, which gets it paid without a second thought. Use your logo, your colours, and the same layout every time. The goal is that a client recognizes your invoice instantly and knows exactly where to look for the amount and the due date.
Notes and terms that prevent questions
A short notes section earns its place. Use it to thank the client, restate the payment terms and methods, note any late fee, and add a reference or purchase-order number for corporate clients. Anticipating the client's questions on the invoice itself removes the back-and-forth that delays payment.
Accessibility and delivery
Send invoices as clean PDFs that open on any device, and name the file clearly with your business name and the invoice number so it is easy to find later. If you send through software, a web link with a pay-now button is even better. The easier the invoice is to open, read and pay, the faster the money arrives.
Frequently asked questions
What must be on an invoice in Canada?
At minimum: the word Invoice and a unique number, the date and due date, your business name and contact details, the client's name and address, itemized goods or services with amounts, and the total in Canadian dollars. If registered, include your GST/HST number and show the tax as its own line.
Do I need my Business Number on an invoice?
Yes, once you are registered for GST/HST your invoice must show your Business Number with the GST/HST account. In Quebec, include your QST number too. These let your client claim their own input tax credits.
What optional details help an invoice get paid faster?
A purchase-order or reference number for corporate clients, clear payment methods or a pay-now link, a stated due date and late fee, and a short thank-you. Anticipating the client's questions on the invoice itself removes the back-and-forth that delays payment.