What Ontario Clients Expect to See

A professional Ontario invoice should include your business name, contact information, client details, invoice number, invoice date, payment due date, description of work, subtotal, tax if applicable, total due, and payment instructions.

That sounds basic, but the quality of the description matters. “Repairs” is weak. “Labour to repair leaking kitchen sink, replace supply line, test fixture, and clean work area” is much easier for a client to approve.

HST in Ontario

Ontario uses HST. If you are registered for GST/HST and the supply is taxable, your invoice should show HST at the applicable Ontario rate, the amount charged, and the final total. Include your Business Number where appropriate so business clients can keep proper records.

If you are not registered for GST/HST, do not charge HST. You can still issue a normal invoice, but leave tax off and avoid language that suggests you collected it.

Recommended Invoice Structure

• Invoice number and date at the top.

• Your business name, address, email, and phone number.

• Client name, address, and job site if different.

• Line items for labour, materials, call-out fees, and discounts.

• Subtotal, HST if applicable, and total due.

• Payment terms and accepted payment methods.

Payment Terms

Ontario invoices should be explicit about payment timing. “Due in 14 days” is clearer than “pay soon.” For residential trades, many businesses use due on receipt or Net 7. For commercial clients, Net 15 or Net 30 is common.

Keep It Easy to Approve

The best invoice is not just compliant. It is easy to trust. Include the job address, completion date, and a short work summary. For larger jobs, attach estimates, change orders, photos, or signed approvals so the invoice does not get stuck in questions.

Ontario Invoice Checklist

• Unique invoice number

• Clear description of work

• HST line if you are registered and the supply is taxable

• Business Number where appropriate

• Due date and payment instructions