Free Self-Employed Invoice Template for Canada
Create professional, CRA-compliant invoices for your self-employed business in Canada. Include GST/HST, your business number, and all required fields — in under a minute.
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Invoicing as a Self-Employed Canadian
If you are self-employed in Canada — whether as a sole proprietor, independent contractor, or freelancer — issuing proper invoices is a fundamental part of running your business. The Canada Revenue Agency expects self-employed individuals to maintain clear financial records, and invoices are the primary documentation for the income you report on your T2125 form.
A self-employed invoice in Canada serves multiple purposes: it requests payment from your client, documents the transaction for your own bookkeeping, and provides the tax information (like GST/HST amounts) that both parties need at filing time. InvoiceFast is designed with Canadian self-employed workers in mind, making it easy to include the fields the CRA expects to see.
What to Include on a Self-Employed Invoice in Canada
To meet CRA requirements and professional standards, your self-employed invoice should include:
Essential Invoice Fields
- Your legal name or registered business name
- Your business address and contact information
- GST/HST registration number (if registered)
- Client name, business name, and address
- Unique invoice number
- Invoice date and payment due date
- Description of goods or services provided
- Quantity, rate, and amount for each line item
- Subtotal before tax
- GST/HST amount (and PST/QST if applicable)
- Total amount owing in Canadian dollars
- Payment terms and accepted methods
Why Canadian Clients Require Proper Invoices
When a Canadian business hires a self-employed individual, they need an invoice to justify the expense in their books. Without a proper invoice, the business cannot claim an input tax credit for the GST/HST paid, and they may face challenges deducting the expense during a CRA audit. Your self-employed invoice directly supports your client's financial compliance.
For clients paying more than $500 for a single service, the CRA specifically requires supporting documentation. A self-employed invoice that includes your business number, a description of services, and the tax breakdown satisfies this requirement. Providing compliant invoices makes you easier to work with and increases the likelihood of repeat engagements.
Frequently Asked Questions
Do I need to charge GST/HST on my self-employed invoices?
You must register for and charge GST/HST if your worldwide revenue exceeds $30,000 over four consecutive calendar quarters. Below this threshold, registration is voluntary. If you are registered, every self-employed invoice must show your GST/HST number and the tax amount charged.
What invoice number format should I use?
The CRA does not mandate a specific format, but your invoice numbers must be unique and sequential. A common approach is a prefix plus a number, such as INV-001. InvoiceFast automatically generates sequential invoice numbers so you never have duplicates.
Can I invoice in a currency other than Canadian dollars?
Yes, if your client is outside Canada. However, for CRA reporting purposes, you will need to convert the amount to CAD using the Bank of Canada exchange rate on the invoice date. InvoiceFast supports multiple currencies including USD, EUR, and GBP.
How long should I keep copies of my self-employed invoices?
The CRA requires you to keep business records, including issued invoices, for at least six years from the end of the tax year they relate to. Store digital copies of your invoices in a safe location. InvoiceFast saves your invoice history locally so you always have access to past records.