Invoice template
Bill clients with a clean, professional invoice.
Use this invoice template to bill a client and download a clean PDF. It has the fields a small business in Canada or the US needs, including a place for tax registration details when you charge sales tax.
Opens a fillable version in your browser. Free, no account, nothing uploaded.
Fields in this form
- Invoice number
- Date
- From (your business)
- Bill to (client)
- Description of work
- Amount due
- Due date
- Payment instructions
About the invoice
An invoice is a bill you send a client for products or services. It lists what was provided, the amount owed, and how to pay.
This fillable template gives you a tidy layout you can complete on screen and send as a PDF, which looks more professional than a plain note.
When you need it
- You finished a job and need to get paid.
- You want consistent, branded-looking bills.
- You need a record of what you charged and when.
Where it stands legally
An invoice is a request for payment and a record for both sides. There is no single legal invoice form in Canada or the US, but tax rules decide what has to appear on it when you charge sales tax.
Canada: if you are registered for GST/HST, the Canada Revenue Agency says your invoices or receipts must show the GST/HST rate that applies and the tax amount as a separate line, or a clear statement that the total includes GST/HST. Customers who are themselves registered need further details from you, including your registration number, to claim an input tax credit, and the CRA publishes that list by invoice amount. The simplest habit is to always show your business name, the date, the total, the tax on its own line, and your GST/HST number.
Provinces with a separate sales tax (PST, QST, RST) have their own rules on showing the tax. US states with sales tax generally require it to be stated separately.
An unpaid invoice is a debt. Your contract or quote sets the terms; the invoice repeats them. If you charge late interest, it must be in the agreement the client accepted, not only on the invoice.
General information, not legal advice. Rules differ by province, state and city, and they change. Confirm the current rule where the document will be used.
What each field means and how to fill it
| Field | What it means | How to fill it |
|---|---|---|
| Invoice number | A unique reference for this bill. | Sequential (0042) or year-based (2026-042). Never reuse a number, even for a corrected invoice: issue a credit note and a new number. |
| Date | The issue date. Payment terms count from here. | Use the date you send it. |
| From (your business) | Who is billing. | Legal or registered business name, address, email, and your tax registration number if you charge GST/HST or sales tax. |
| Bill to (client) | Who owes the money. | The client's legal name and billing address. For a company, add the contact or purchase order number they gave you. |
| Description of work | What was delivered. | One line per item or service with quantity, rate and line total. Reference the quote, contract or purchase order. |
| Amount due | The total to pay. | Show subtotal, each tax on its own line with the rate, and the grand total. |
| Due date | When payment is late. | A date, not just net 30. Match the terms in your contract. |
| Payment instructions | How to pay. | E-transfer address, bank details, or a payment link. Include the invoice number as the payment reference. |
How to fill this out
- 1Start with the invoice number and date so every bill you send stays in sequence and easy to reference later.
- 2Fill in your business details under From, including your tax registration number if you charge tax, and the client's details under Bill to.
- 3List each item or service with quantity, rate and line total, then the subtotal, tax lines and total due.
- 4Set a due date and add payment instructions so the client knows how and where to send payment.
- 5Download the finished PDF and send it as an email attachment or through your usual invoicing channel.
Common mistakes to avoid
- Skipping the invoice number, which makes it hard to reference the bill later if there is a dispute or a question.
- Leaving the due date blank, which often means clients pay whenever they get around to it.
- Charging GST/HST without showing your registration number, which can block the client's input tax credit and get the invoice sent back.
- Writing a vague description of the work, which slows down approval on the client's side.
- Forgetting payment instructions, so the client has to ask how and where to send payment.
- Not keeping a copy of every invoice you send for your own bookkeeping and tax records.
What makes it work, and when you need more
Usually fine with this template
- Billing clients for completed services or delivered goods under a quote, contract or purchase order.
- Recurring monthly invoices for retainers or subscriptions.
- Small businesses and sole proprietors who need a clean record for bookkeeping and tax time.
Use the official form or get advice
- A client who refuses to pay. The invoice is evidence; collection is a demand letter and then small claims court or a collection process.
- Cross-border invoicing with currency, withholding tax or customs questions. Ask an accountant.
- Progress billing on construction projects, where lien deadlines run from invoice or completion dates.
Worked example (illustrative)
Made-up names and figures to show what a completed invoice looks like. Not a real transaction.
| Invoice, illustrative | |
|---|---|
| Invoice number | 2026-042 |
| Date | October 3, 2026 |
| From | Maple Studio Design, 12 Example Street. GST/HST No. 123456789 RT0001 |
| Bill to | Riverside Bakery Ltd., attn. accounts payable, PO 1187 |
| Description | Logo design, 1 x $1,200.00; Menu layout, 1 x $600.00 |
| Amount due | Subtotal $1,800.00; HST 13% $234.00; Total $2,034.00 |
| Due date | October 18, 2026 (net 15) |
| Payment | E-transfer to pay@example.com, reference 2026-042 |
The registration number and tax rate shown are placeholders. Use your own number and the rate that applies where you supply the service.
Related official forms, tools and guides
- How to fill out an invoice
- How to make a fillable invoice: turn your own branded invoice into a fillable PDF
- GST/HST return (CRA): where collected tax gets reported
- Purchase order template: the document a client may send before you invoice
- Contract template
- Rent receipt template
- Accounting PDF tools
Frequently asked questions
What has to be on an invoice?
An invoice number, the date, your details, the client details, a description of what was provided, the amount with any tax shown, the due date, and how to pay. If you charge GST/HST in Canada, include your registration number.
Do I need invoicing software?
Not for a few invoices a month. A clean fillable template is enough to bill and keep records. Keep a copy of every invoice you send.
Can I add my logo?
The free template has fixed fields. To use your own branded layout, make your existing invoice fillable with the Make a PDF fillable tool.
How do I number my invoices?
Any consistent system works: sequential numbers like 001 and 002, or a year-based scheme like 2026-001. Each number must be unique and never reused.
What if the client disputes the amount?
Keep the signed quote or contract next to the invoice so you can point to what was agreed. If it is still unpaid, a demand letter is the usual next step before small claims court.
Should I charge tax on the invoice?
Only if you are registered to collect it. Then show each tax on its own line with the rate, and include your registration number. Check with the CRA or your state tax authority if you are not sure.
Sources checked
- Canada Revenue Agency, Receipts and invoices (GST/HST) (rate and tax amount must be shown; extra details for registered customers)
Checked 2026-09-19. This page is general information and not legal, tax or financial advice.