About Invoice Generator
An invoice is a payment request you send a client after delivering goods or services, listing each line item, the subtotal, tax (HST or GST/PST in Canada), and the total due by a stated date. This free generator builds professional invoices with your logo and downloads them as a PDF, no sign-up.
By the ToolFluency team · Updated October 2026
Create professional invoices with line items, HST/GST tax, and payment terms. Pick your province for GST/HST/PST, set payment terms, then print or download as PDF. Free for Canadian & US businesses.
How to use
- Enter your business name, address, phone number, and email. If you are registered for GST/HST, put your business number (BN) in the GST/HST or tax number field so it prints under your business name — the CRA requires it on invoices from GST/HST registrants. Your BN is a 15-character identifier ending in RT0001. These details are remembered on your device and shared with the Estimate Generator, so you only type them once; use Forget to clear them on a shared computer.
- Add your client's full name or business name and contact information. Include their billing address if different from their mailing address. Having complete client details on the invoice prevents payment delays caused by routing confusion at larger companies.
- Create line items with clear descriptions, quantities, and unit prices. Be specific: instead of 'consulting services,' write 'Website redesign consultation — 3 hours.' Detailed descriptions reduce client questions and disputes, leading to faster payment.
- Set the tax. Choose your province in the Tax list and the right rates are filled in: 13% HST in Ontario, 14% in Nova Scotia, 15% in the other Atlantic provinces, 5% GST in Alberta and the territories. Where a provincial tax applies on top of GST (BC, Saskatchewan, Manitoba, Quebec) the invoice shows the two taxes on separate lines, as it should. Whether PST applies depends on what you sell, so check your own case; choose Custom rate to type any rate, including US state and local sales tax. Tax is calculated after any discount.
- Choose payment terms that match your cash flow needs and industry norms. Net 30 (payment due within 30 days) is standard, but Net 15 or Due on Receipt improves cash flow. The due date follows the terms automatically from the invoice date, and you can still override it. Tick your accepted payment methods — e-transfer, cheque, credit card, or bank transfer.
- Preview your completed invoice to check for accuracy. Verify all amounts, tax calculations, and client information. Then press Export PDF to download a PDF file named after the invoice number, ready to attach to an email, or Print to send it to a printer. Each invoice should have a unique sequential number for your records.
- Track payment status after sending. If payment is not received by the due date, send a polite reminder. For invoices overdue by 30+ days, Canadian businesses can charge interest (typically 1-2% per month) if the terms were stated on the original invoice.
Frequently asked questions
Do I need to charge HST on my invoices?
If your business earns more than $30,000 in revenue over four consecutive calendar quarters, you must register for GST/HST and charge tax on taxable supplies. Below $30,000, registration is voluntary but may be beneficial — registering allows you to claim Input Tax Credits (ITCs) on business expenses, which can result in a net refund if your expenses exceed your sales tax collected. Certain supplies are exempt (financial services, medical services, residential rent) or zero-rated (basic groceries, prescription drugs, exports). Use our
Sales Tax Calculator to verify the exact rate for your province. If you are unsure, check the CRA website or consult an accountant.
What must a Canadian invoice include?
The CRA requires invoices to include: your business legal name and BN (if registered for GST/HST), the date of the invoice, a unique invoice number, a description of the goods or services provided, the amount charged for each item, the total amount excluding tax, the GST/HST amount charged (shown separately), the total including tax, and the buyer's name. While not legally required, including payment terms, due date, and payment methods significantly improves collection speed. Provincial requirements may add additional items — Quebec invoices must include the QST number separately.
Can I use this invoice generator for free?
Yes. You can build, print and download invoices as PDF files as often as you like, with no account and no limit. Your business details are remembered on your device so you do not have to retype them. A ToolFluency Business plan is for running the work around the invoice: client records, sending invoices by email, tracking what has been paid, and recurring invoices. What you type stays in your browser unless you sign in and save it.
What payment terms should I use?
The most common terms: Due on Receipt (immediate payment — best for small jobs), Net 15 (due within 15 days — good for regular clients), Net 30 (due within 30 days — standard for most B2B), Net 60 (due within 60 days — common for large companies). You can incentivize early payment with terms like 2/10 Net 30, meaning the client gets a 2% discount if they pay within 10 days, otherwise the full amount is due in 30 days. For new clients or large projects, consider requiring a 25-50% deposit upfront with the balance due on completion.
Is this invoice template suitable for US businesses?
Yes. The invoice template works for both Canadian and US businesses. For US invoices, leave the tax number field blank (or enter your own tax ID), choose Custom rate and set it to your applicable state and local sales tax rate (if required for your product or service). The format follows standard professional invoice conventions used throughout North America. All required fields — business details, client information, line items, tax, total, and payment terms — are included. Amounts are shown with a dollar sign.
How do I handle partial payments on an invoice?
When a client makes a partial payment, you have two approaches. First, you can issue a credit memo or use our
Receipt Generator to document the partial amount and keep the original invoice open with the reduced balance. Second, you can create a new invoice for the remaining balance referencing the original invoice number. Always document partial payments clearly — note the payment date, amount received, and remaining balance. For ongoing projects, consider billing in milestones (25% deposit, 25% at midpoint, 50% on completion) with separate invoices for each phase.
How should I number my invoices?
Use a consistent sequential numbering system. Common formats: simple sequential (001, 002, 003), year-prefixed (2025-001, 2025-002), or client-prefixed (ACME-001, ACME-002). The CRA requires each invoice to have a unique number for audit purposes. Never reuse an invoice number. If you void an invoice, keep the number in your records and mark it as void. Many businesses start at a higher number like 1001 to appear more established. Whatever system you choose, keep it consistent throughout your fiscal year.
Part of ToolFluency’s library of free online tools for Business. No account needed, no data leaves your device.