Hourly Invoice Template for Canada

An hourly invoice must let a client verify three things quickly: what period was billed, how many approved hours were worked, and which rate applies. A single line reading '40 hours of consulting' may be enough for a trusted recurring client, while a new corporate client may require task groups, dates, a purchase order, and an attached timesheet.

This Canadian template works for consultants, developers, writers, tutors, tradespeople, and other independent workers. Use hourly rate invoice calculator to verify hours multiplied by rate, then create the client-facing PDF in invoice generator.

Hourly invoice fields

Keep sensitive operational notes out of the invoice. The description should support approval without revealing confidential client information. When a detailed time log is required, attach it and put a concise summary on the bill so the total remains readable.

• Billing period and service dates.
• Task, workstream, job, or project reference.
• Approved regular, overtime, travel, or emergency hours as separate lines when rates differ.
• Unit shown as hours, with the agreed rate and line total.
• Timesheet or approval reference when the client requires one.
• Applicable GST/HST/QST, total, due date, currency, and payment instructions.

Worked hourly example

The higher release-support rate appears on its own line because it was agreed separately. The invoice references the period and task group without copying every ticket title. If the contract required pre-approval for work beyond 12 hours, keep the approval email with the invoice record.

Decimal hours and rounding

Choose one time convention and use it consistently. Two hours and fifteen minutes can be billed as 2.25 hours; two hours and thirty minutes is 2.50. Do not confuse clock minutes with hundredths of an hour: 2 hours 45 minutes is 2.75, not 2.45.

Calculate from the underlying time record, not a rounded display copied repeatedly between spreadsheets. Show enough precision for the client to reproduce each line, then round the currency result to cents. hourly rate invoice calculator provides a quick independent check before the PDF is sent.

Timesheet versus invoice

A timesheet records when time was spent; an invoice requests payment. They may share hours and task labels, but they serve different jobs. If the client approves a timesheet first, reference the approval date or timesheet ID on the invoice. Do not assume an approved time entry automatically reaches accounts payable.

Send the PDF to the billing contact identified in the contract and include the amount and due date in the email. How to Email an Invoice Professionally contains a delivery checklist. If the client rejects hours, use How to Handle a Client Invoice Dispute to separate a factual time-record question from a broader scope disagreement.

Taxes and reimbursed costs

Apply sales tax based on registration status, the nature of the supply, and place-of-supply rules, not merely the worker's home province. Show approved travel or software reimbursements separately from labour because their documentation and tax treatment may differ. Do not bury expenses inside extra hours.

For Canadian clients in another province, review GST/HST Place of Supply for Canadian Services. For a foreign client, How to Invoice International Clients from Canada explains why currency and export treatment require separate review.

Before sending

• Hours reconcile to the approved time record.
• Every different rate has a separate line and contractual basis.
• The billing period and project reference are visible.
• The total uses decimal-hour math correctly.
• Taxes, currency, due date, and payment method are confirmed.

How do I bill 45 minutes?

R: Forty-five minutes is 0.75 hours. Multiply the hourly rate by 0.75 unless the contract uses another approved billing increment.

Should every task appear on the invoice?

R: Use enough detail for approval. Put extensive task-by-task records in an attached timesheet when the client requires them.

Can travel time use a different rate?

R: Yes if the contract establishes that rate. Show travel hours on a separate line instead of blending them into regular work.

Can I invoice weekly?

R: Yes. Match the weekly, biweekly, or monthly cycle in the agreement and identify the exact start and end dates on every invoice.