Contractor Invoice Checklist — Canada (What to Put on Every Invoice)

Sending incomplete or sloppy invoices is one of the fastest ways to delay payment. Clients (especially homeowners, property managers, and general contractors) push back or set the invoice aside when key information is missing or taxes look wrong.

Use this checklist every time before you send an invoice. Print it, save it on your phone, or make it part of your invoicing tool's review step.

PRE-SEND CONTRACTOR INVOICE CHECKLIST (CANADA)

Business Information (Header)

• ✓Business legal name (matches your registration)
• ✓Operating name (if different)
• ✓Full address (street, city, province, postal code)
• ✓Phone number and email (or website)
• ✓Your GST/HST registration number (required once registered)
• ✓QST number if operating in Québec and registered
• ✓PST/RST vendor number if applicable in your province
• ✓Logo (clean, not stretched) — Premium feature in most tools

Client / Bill-To Information

• ✓Client full name or company name
• ✓Billing address (or job site address if different and relevant)
• ✓Phone and/or email for the person who will pay
• ✓For commercial/GC work: PO number or job reference number
• ✓For insurance work: claim number and adjuster contact if known

Invoice Details

• ✓Unique invoice number (sequential, no gaps or duplicates)
• ✓Invoice date (the date you are sending it)
• ✓Due date or payment terms clearly stated (Due on receipt, Net 15, Net 30, etc.)
• ✓Reference to any quote/estimate number if applicable

Line Items / Description of Work (Most Important for Trades)

• ✓Clear, specific descriptions (avoid "Labour" or "Materials" alone)

Good Examples

• "Service call — diagnose kitchen sink leak (1 hr)"
• "Labour — replace 3/4\" main shutoff valve + 2x supply lines"
• "Asphalt shingle replacement — 24 squares, 30yr architectural"
• "Furnace install — 80k BTU 96% high efficiency + new thermostat"

• ✓Quantities and unit of measure (hrs, each, squares, lot, etc.)
• ✓Unit price for each line
• ✓Line subtotal (quantity x price)
• ✓Any discounts shown clearly (flat or %)
• ✓Tax applied correctly per line or summary (see tax checklist below)

Taxes (Critical for Compliance)

• ✓Correct tax rate(s) for the province where work was performed
• ✓Tax name shown (GST 5%, HST 13%, TPS 5% + TVQ 9.975%, GST + PST 5%+7%, etc.)
• ✓Tax amount calculated and displayed
• ✓Your registration number(s) appear on the invoice
• ✓Subtotal (pre-tax), tax total, and grand total all clearly separated
• ✓If multiple tax types (Québec, BC, SK, MB), both rates shown and calculated properly

Payment Information (The Part That Gets You Paid)

• ✓Accepted payment methods listed
• ✓e-transfer details front and center:

• "Please e-transfer to: your@email.com or 403-555-1212"
• Reference invoice number in the message

• ✓Card payment option (if offered) with note or link
• ✓Cheque instructions (if you still accept them): payable to, mailing address
• ✓For larger jobs: deposit amount already received and remaining balance shown

Terms, Notes & Legal

• ✓Payment terms repeated or referenced
• ✓Late fee / interest clause (e.g., "1.5% per month on overdue balances")
• ✓Any warranty or guarantee language (short version)
• ✓"Thank you for your business" or similar (professional touch)
• ✓For progress or final invoices: reference previous invoice numbers or deposit dates

PDF & Delivery Quality

• ✓PDF looks clean and professional (not cut off, good margins, readable font)
• ✓Your branding/logo is correct (Premium)
• ✓All pages (if multi-page) have invoice number and page X of Y
• ✓Sent to the correct email or handed to the right person
• ✓File name includes invoice number and client (e.g., INV-2847-Smith.PDF) — helps the client find it later

TAX RATE QUICK REFERENCE (2026) — VERIFY BEFORE SENDING:

• Alberta / Territories: GST 5%
• Ontario: HST 13%
• New Brunswick, Newfoundland, PEI: HST 15%
• Nova Scotia: HST 14%
• Québec: TPS 5% + TVQ 9.975% (use tool that calculates correctly)
• BC: GST 5% + PST 7%
• Saskatchewan: GST 5% + PST 6%
• Manitoba: GST 5% + RST 7%

If you're unsure of the rate for a specific job or client location, use one of our free tax calculators before finalizing the invoice.

Common Reasons Invoices Get Held or Rejected

• Missing or wrong tax registration number
• Vague line items ("Service work — $1,200")
• Tax calculated on the wrong amount or at the wrong rate
• No clear payment instructions (especially e-transfer)
• No due date or terms
• Sent to the wrong billing contact
• Looks unprofessional (bad formatting, no logo/branding on larger jobs)

Make It a Habit

After you create the invoice but before you hit send or download, run through this checklist mentally or on paper. It takes 20-30 seconds and dramatically reduces "Can you resend with the PO number?" or "Where do I send the e-transfer?" emails.

Many top-performing trades keep a laminated copy in the truck or set a recurring phone reminder.

Printable / Saveable Version

Copy the checklist above into your notes app or print this page. Better yet, choose an invoicing tool that bakes the must-haves into the workflow so the checklist becomes mostly automatic.

Our Recommendation

The free Canadian invoice generator on this site already prompts for or auto-fills most of the items above (business details, tax rates by province, e-transfer field, payment terms). Premium adds logo, unlimited volume, and card payments.

Related Pages

• How to Get Paid Faster as a Canadian Contractor (the tactics that pair with a good checklist)
• Invoice Payment Terms Canada
• Canadian Contractor Tax Guide 2026
• Trade-specific templates (plumber, electrician, etc.) — each includes examples that pass this checklist
• Success Stories (see how other trades tightened their process)