Free Invoice Template: Edit & Download (Updated 2024)
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For most established businesses, creating invoices is a routine task, but for new businesses and freelancers, it can be confusing. If you’re unsure where to start, you’re in the right place! Just use our free invoice template and download your invoice in seconds.
HelloSafe’s free invoice template tool helps you quickly generate CRA-compliant, error-free invoices. It allows you to create, customize, and download your invoice as a PDF. Plus, it automatically applies the correct taxes based on the client’s province.
You can also send your invoice directly to your client using our free invoice template tool. Learn more below about the legal requirements, what to include, and how to apply taxes for Canadian invoices.
What is an invoice?
An invoice is a formal document issued by a business or freelancer to a client, detailing the products or services provided and the amount owed for them. It serves as a request for payment and is an essential part of maintaining accurate financial records and ensuring timely payments.
For example
If you're a graphic designer and you’ve created a logo for a client, your invoice might look like this:
- Service: Logo Design
- Price: $500
- Tax (HST): $65 (based on your province)
- Total: $565
The invoice would include your business information, the client’s details, and payment terms.
Do I need to create an invoice?
The Canadian government requires businesses to create invoices for all commercial transactions. This is true regardless of the sales amount. Invoices serve as a legal record of a transaction.
Invoices are important because:
- Legal Requirement: In Canada, invoices are important for tax purposes and must comply with the Canada Revenue Agency (CRA) regulations.
- Financial Tracking: They help businesses track sales, manage cash flow, and maintain organized financial records.
- Professionalism: Providing clear and accurate invoices enhances your business’s credibility and professionalism.
Fortunately, invoicing a client is not difficult. Simply use our free invoice template and generate it in seconds. In the next section, we explain what needs to appear on an invoice.
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What should I include in an invoice in Canada?
A Canada Revenue Agency-compliant invoice is required to include the following information:
- The seller's name and address
- The seller's business number, or GST/HST account number (learn how to register)
- Buyer’s name and address
- Invoice date and a unique invoice number
- Description of goods or services provided, with quantities and prices.
- Tax details: GST/HST, PST rates, and amounts, if applicable.
- Total amount due, including taxes.
- Payment terms*, including when and how payment should be made.
Good to know
*Payment terms describe when payment is due and how. Commonly companies include 30 days upon receipt of the invoice or payable upon receipt. Other companies will write 1% net 30 to indicate a 1% discount if it is paid within 30 days. This serves as an incentive for the buyer to pay more quickly and can be advantageous for the seller’s cash flow.
A completed invoice could look like this:
How do I make an invoice?
Do you need to write an invoice, but are not sure where to start? Creating a professional invoice has never been easier. There are many specialized paid tools and services for making invoices. Free templates for software like Microsoft Word and Excel or Google Docs and Sheets can do the job too.
We believe that the simplest way to get started is by using HelloSafe’s free invoice creation tool above.
To create your first invoice:
- Fill out the sections highlighted in light blue with the specific information for your transaction.
- Activate columns for quantity and units as needed under settings.
- Add on GST/HST, other provincial taxes and their amounts, as appropriate, under the settings.
Beyond that, you can customize your invoice to give it a look that matches your company.
- Upload your logo on the top-left corner by selecting an image file from your computer.
- Change the colours under “Header Colour”
Need to add a section or delete one? It is easy. Just use the and icons to remove or add a section and customize your invoice.
Good to know
All done? Do not forget to download it as a PDF for your records. For your privacy, HelloSafe does not save your invoices to its server, so be sure to keep a copy. If you think you could need to make changes to your invoice later on you can save it to your computer as a .safeinvoice file. Just upload it to this page to keep working on it.
When should an invoice be issued?
An invoice should be issued whenever goods or services are provided and payment is required. Here are key moments when you need to create an invoice:
- After completing a service: When work is done and ready for payment.
- Upon selling goods: As soon as a customer buys a product, an invoice should detail the transaction.
- For legal and tax compliance: Invoices are necessary for proper accounting, tax reporting, and for customer records.
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What taxes must be included on my invoice?
In Canada, the taxes included on an invoice depending on the province and the type of goods or services provided. Here's a simple breakdown:
- GST (Goods and Services Tax): A 5% federal tax applied to most goods and services across Canada.
- PST (Provincial Sales Tax): A tax applied by some provinces (e.g., BC, Saskatchewan), usually between 6-9%, and applies in addition to GST.
- HST (Harmonized Sales Tax): Combines GST and PST in provinces like Ontario and Nova Scotia, with rates between 13-15%.
These taxes ensure compliance with provincial and federal regulations. The chart below gives the name of the sales tax and their rates for each province and territory as of 2024.
| Province | GST (%) | PST (%) | HST (%) | Total Sales Tax (%) |
|---|---|---|---|---|
| Alberta | 5 | 0 | 0 | 5 |
| British Columbia | 5 | 7 | 0 | 12 |
| Manitoba | 5 | 7 | 0 | 12 |
| New Brunswick | 5 | 0 | 15 | 15 |
| Newfoundland and Labrador | 5 | 0 | 15 | 15 |
| Northwest Territories | 5 | 0 | 0 | 5 |
| Nova Scotia | 5 | 0 | 15 | 15 |
| Nunavut | 5 | 0 | 0 | 5 |
| Ontario | 5 | 0 | 13 | 13 |
| Prince Edward Island | 5 | 0 | 15 | 15 |
| Quebec | 5 | 9.975 | 0 | 14.975 |
| Saskatchewan | 5 | 6 | 0 | 11 |
| Yukon | 5 | 0 | 0 | 5 |
This table covers all Canadian provinces and territories with their respective GST, PST, HST, and total sales tax percentages for 2024.
Good to know
Sales tax in Canada is a complicated subject but we've broken it down for you. Learn about how the requirements differ between provinces and where to register for GST/HST, PST, RST or QST in our sales tax calculator and guide.
How to send an invoice?
Once your invoice is ready, you have flexibility in how to send it. Using our free invoice generator, you can download your document as a PDF. From there, you can send it via email or print and mail it. You can also use our free invoice template and send it directly to your client after filling in your details.
For convenience, we recommend sending invoices electronically. This method avoids lost mail, saves time, and eliminates costs for postage and envelopes. Additionally, you can offer clients online payment options to streamline the process and ensure faster transactions.
How can I create an invoice for freelance work?
Creating an invoice as a freelancer or self-employed worker is the same as it is for a larger company.
The biggest difference when creating an invoice is that small entrepreneurs may be exempt from registering for GST/HST when getting started. Freelancers must register for, and begin collecting, GST/HST once they reach $30,000 in sales per quarter.
When applying sales tax to an invoice, remember that the additional 5% to 15% belongs to the provincial and/or federal government. Is it not yours to spend. You are merely collecting it on behalf of the government and must remit it. You can use our free invoice template and generate your invoice if you're a freelancer or a business.
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What are the benefits of creating an invoice online?
When you run a small business, every second counts. The main advantage of using a free invoice template is the time saved. You can quickly generate and send invoices in minutes, keeping them as PDF files. This also saves on postage, paper, and envelopes, cutting costs over time.
Additionally, online invoices are better for accounting because they can be stored digitally, reducing the risk of losing them. In summary, online invoicing helps you:
- Save time
- Save money
- Eliminate filing
- Better organize accounting
Invoices vs Receipts: What is the difference?
Invoices and receipts are similar documents that serve to record a sale. There are a few key differences:
Invoices
- Issued before a sale
- Records a request for payment
- Used to track sales
- Indicates amount due and payment terms
Receipts
- Issued after a sale
- Records a payment that has been made
- Used to track purchases
- Includes payment method
- Include amount paid
What is a pro forma invoice?
A pro forma invoice, despite the name, is not considered an invoice for accounting purposes. It is, instead, a document sent to potential buyers to describe a sale before it happens. Pro forma invoices are often used as part of the buyer’s internal purchase approval process. It allows terms to be agreed upon between the buyer and seller before going through final internal approval.
Pro forma invoices may give precise sales prices and include a time limit for the buyer to complete the purchase. Once that date has passed, the seller could change the terms or require the buyer to request a new pro forma.
Good to know
What about a sales invoice? The term sales invoice refers to a receipt. It is the same thing, a record of a payment for a transaction.
What is a commercial invoice?
A commercial invoice is an invoice used for international transactions. This customs document is created by the exporter and accompanies goods across borders. The declared value of the contents of a shipment is used to calculate tariffs. An example of a tariff would be the VAT (value-added tax) applied to goods entering the European Union from a Canadian exporter.
Yes, the invoice generator provided by Hellosafe is completely free and offers unlimited edits.
In the free invoice tool, you can specify your preferred payment method, whether it’s cash for small amounts or bank transfers, promissory notes, etc.
Yes, Google offers a free invoice template through Google Docs and Google Sheets, which you can easily access and customize. You can find these by searching “Invoice template” in the template gallery within both apps.
An invoice discount is a commercial gesture where a business offers a deduction on the final price, either as a percentage or a fixed amount, applied during invoicing.
In most cases, the payment deadline is 30 days from delivery or service completion unless otherwise negotiated (e.g., 45-60 days in specific cases).
Microsoft Word also provides free invoice templates in its template library, available for download and editing. Microsoft Word also provides free invoice templates, available in the template gallery under "File > New" when you search for invoices.
