How to invoice a US client from Canada

A US client usually wants a familiar USD invoice, a vendor tax form, and payment instructions its accounts-payable system can use. A Canadian supplier also needs a defensible GST/HST decision and records in Canadian dollars. Treat those as separate tasks: the invoice communicates the charge; supporting records explain the tax and conversion.

The workflow below fits remote professional services. Work performed in the United States, services connected to Canadian property, intellectual-property rights, goods, and other special supplies require their own review.

What the US client needs on the invoice

• Your legal business name, Canadian address, email, and tax registrations used on the invoice.
• The client's exact legal entity and accounts-payable address, not only a contact's name.
• A purchase-order or vendor number when the client requires one.
• A unique invoice number, invoice date, due date, service period, and specific deliverables.
• USD beside the unit price, subtotal, tax, and amount due when USD is the agreed currency.
• A supported tax line and clear card, ACH-compatible service, or wire instructions.

Review GST/HST instead of assuming

The CRA's exported-services memorandum says the general zero-rating provision can apply to a service supplied to a non-resident person when none of the listed exclusions applies. The details matter. Verify who receives the service, where relevant people or property are located, whether the US customer is non-resident, and whether an exclusion changes the result.

If zero-rating is supported, keep the evidence and label the tax result accurately. Do not write “tax exempt” merely because the tax line is 0%. If the supply is taxable in Canada, determine the correct rate using GST/HST Place of Supply for Canadian Services.

Handle W-8 requests separately

A US company may ask a foreign vendor for a W-8 form to document foreign status. The IRS provides Form W-8BEN and instructions for individuals; entities may need a different form such as W-8BEN-E. The form is normally delivered to the requester, not attached to every invoice or sent to the IRS as an invoice filing.

Do not improvise treaty claims or US taxpayer numbers. The correct form depends on legal status, the kind and location of the work, and whether income is connected with US business activity. Obtain cross-border advice if work is physically performed in the United States.

Price, fees, and payment

Agree on CAD or USD in the contract. If USD, state whether the client must send the full invoiced amount before bank and intermediary fees. Avoid putting sensitive bank details in reusable public templates; disclose them only through a suitable channel. Card or online payment links may be simpler for occasional clients.

For Canadian records, retain the USD amount and an accepted conversion to CAD. Use a consistent exchange-rate source under the CRA's foreign-currency policy. Record payment processor fees separately instead of reducing the invoice total.

USD invoice example

Never copy the example's 0% line without confirming eligibility. Add the client's PO number and remittance reference if required. Use invoice generator for the PDF and How to Invoice International Clients from Canada for broader international payment and documentation choices.

Can a Canadian freelancer invoice a US company in USD?

R: Yes. Put USD beside all monetary totals and preserve the CAD conversion used for Canadian tax and accounting records.

Should GST/HST always be omitted for a US client?

R: No. The exported-service provisions and their exclusions must fit the actual supply. Keep evidence supporting any zero-rated treatment.

Does a W-8 form replace the invoice?

R: No. It documents foreign status for the US requester; the invoice still records the commercial charge and payment terms.

Who pays wire fees?

R: The contract or invoice should say. If the client must pay the invoiced total, state that transfer and intermediary fees are the sender's responsibility.