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Self-employment

Invoicing correctly: required details and sales taxes

By · Published · 7 min read

Tradesperson printing an invoice at a small home office desk with a toolbox on the floor

An $85 invoice and an $850 invoice do not need to contain the same information. The tax rules set three tiers, and it is mostly your GST/QST-registered customer who needs those details to recover the taxes they pay you. Here is what your self-employed invoice must contain depending on the amount, how to calculate and show the taxes, and what is wise to add even when nothing requires it.

Why the invoice matters as much to your customer as to you

Let's start with the why. Revenu Québec says it plainly: the GST and QST systems impose no special invoice, except in restaurants and taxi transportation, which are subject to mandatory billing. What is regulated is the content: the information a registered business needs to support its input tax credits (ITCs, for the GST) and its input tax refunds (ITRs, for the QST).

When a property manager pays you $1,200 plus tax for window washing, they want to recover the $179.70 in taxes ($60.00 of GST and $119.70 of QST). Without the right information, those amounts could be denied in an audit, and Revenu Québec states that the supplier must provide it in writing when the customer asks.

Two other rules apply to all your invoices. Language: under section 57 of the Charter of the French language, invoices, receipts and discharges are drawn up in French; a version in another language may be added, as long as the French version is accessible on terms at least as favourable. Retention: for sales taxes, Revenu Québec requires you to keep your records and supporting documents for six years after the end of the last year they relate to.

Required details by invoice amount

The required information grows with the total amount of the invoice. The table follows Revenu Québec's "Preparing Invoices" page, aligned with the federal regulation.

InformationLess than $100$100 to $499.99$500 or more
Your name or business name (or that of an intermediary)YesYesYes
Invoice dateYesYesYes
Total amount of the invoiceYesYesYes
Amount of applicable taxQST onlyYesYes
Your GST and QST registration numbersNoYesYes
Customer's name (or authorized representative)NoNoYes
Terms of paymentNoNoYes
Description of the property or serviceQST onlyQST onlyYes

Pay attention to the "QST only" entries. The federal regulation does not require the GST amount or a description under $100, nor a description under $500; Revenu Québec does require them for the QST. Since one invoice serves both taxes, the practical conclusion is simple: always show the tax amounts and a description, whatever the amount.

The safest approach is to treat every invoice as if it were over $500: a customer who pays $95 for carpet cleaning may well be a registered business that will want to claim its taxes.

Calculating and showing the GST and QST

The GST is 5% and the QST is 9.975%. Both are calculated on the same selling price: the QST does not apply to the GST. According to Revenu Québec, only fractions of $0.005 or more are rounded up to the next cent; in practice, you round each tax to the nearest cent.

Work invoicedPrice before taxGST (5%)QST (9.975%)Total
Housecleaning, one visit$85.00$4.25$8.48$97.73
Painting one bedroom$420.00$21.00$41.90$482.90
Landscaping$2,800.00$140.00$279.30$3,219.30

Second line: $420 × 9.975% = $41.895, rounded to $41.90.

For presentation, the Canada Revenue Agency (CRA) requires that customers know whether taxes are included in the price or added, and that they see the applicable rate. You can show the price and the taxes separately, or state that the total includes taxes. Revenu Québec adds two points: if you show a single amount combining GST and QST, you must state that it includes both; and the rates 9.97%, 14.97% or 14.975% must not appear on the sales document. The clearest approach is therefore two separate lines, "GST (5%)" and "QST (9.975%)", each with its amount.

And if you are not registered? As long as you are a small supplier, you collect neither GST nor QST: your invoice has no tax lines and no registration numbers. Keep an eye on your revenue, though, because the obligation to register comes quickly when work picks up; the threshold calculation is explained in GST and QST: when must a self-employed worker register?.

Number, dates and description: what prevents disputes

The invoice number is not on Revenu Québec's list of required information. It is still your best tracking tool: continuous numbering, with no gaps or duplicates, shows at a glance what is unpaid and supports your income. A simple format is enough: the year followed by a counter (2026-001, 2026-002 and so on). To correct an invoice already sent, keep the original and issue a credit note or a corrected invoice that refers to it, rather than reusing the same number.

For dates, separate the invoice date, which is required at every tier, from the period of the work. In snow removal, a seasonal contract invoice benefits from stating "2026-2027 season, instalment 2 of 3". In housecleaning, "Visits on November 4, 11 and 18, 2026" avoids the "when was that for?" question.

The description is the most neglected item. "Work" describes nothing. A good description lets someone who was not there understand what was done:

  • Painting: "Painting of kitchen and hallway, walls and ceilings, 2 coats, paint supplied".
  • Landscaping: "Fall cleanup: leaf removal, pruning of 6 shrubs, winter protection for cedars".
  • Housecleaning: "Post-renovation deep cleaning, 3 rooms, products supplied".

These details should repeat your quote word for word; the elements of a solid quote are covered in Writing a winning quote: template and mistakes to avoid.

Payment terms and deadlines: what to write

Payment terms become mandatory from $500, but they belong on every invoice. No tax rule sets the deadline: it is up to you to announce it in your quote, then repeat it on the invoice. The clearest wordings:

  • "Payable on receipt": common for small residential jobs.
  • "Payable within 15 days" or "within 30 days": common with businesses and property managers.
  • A schedule: "30% at signing, 40% at mid-project, 30% on completion", useful for a renovation or a snow removal season.

Late fees and discounts have a specific tax effect. According to Revenu Québec, if you charge late payment fees, the GST and QST are calculated on the invoice amount before those fees are added. Conversely, for an early payment discount, the taxes are calculated on the reduced amount invoiced. Example: a $1,000 plus tax invoice provides for a $25 fee after 30 days. The taxes remain $50.00 of GST and $99.75 of QST, even if the customer pays late. Announce these fees in your quote or contract so the customer knows them in advance; to word them for a specific case, your accountant or a lawyer can help.

On GPP Emploi, when you answer quote requests, the contract is signed on the platform and you deliver in stages. After a stage is delivered, the client has 72 hours to accept or dispute it; without an answer, it is accepted automatically. Protected payment is not offered yet: the client pays you directly, according to the signed schedule.

A complete invoice template

Here is a painting invoice of $1,850 before tax, so in the $500-or-more tier. It contains every required item plus the recommended additions. Replace the items in brackets with your real information.

ItemExample
Supplier[Your name or business name], address, phone
Invoice number2026-047
Invoice dateNovember 14, 2026
Customer[Customer or business name], address
DescriptionPainting of living room and dining room, walls and ceilings, 2 coats, paint supplied. Work from November 10 to 13, 2026, as per quote 2026-S-031.
Price before tax$1,850.00
GST (5%), No. [your GST number]$92.50
QST (9.975%), No. [your QST number]$184.54
Total$2,127.04
Payment termsPayable within 15 days, by e-transfer or cheque

QST: $1,850 × 9.975% = $184.5375, rounded to $184.54. If you invoice under a name other than your own, check your registration obligations in Becoming self-employed in Quebec: the steps from A to Z.

File each invoice with the quote and the proof of payment. And if a client sets your hours and supplies your tools, you may be an employee rather than self-employed: see Employee or self-employed? The criteria that matter in Quebec. No profile yet to receive requests? Create your self-employed profile; it is free.

In short

  • No special invoice is imposed in service trades, but its content depends on three tiers: less than $100, $100 to $499.99, and $500 or more.
  • Always show your name, the date, a description, the tax amounts and your GST and QST numbers; add the customer's name and payment terms from $500, or better, everywhere.
  • The GST (5%) and QST (9.975%) are calculated on the same pre-tax price, on two separate lines, rounded to the cent.
  • Number your invoices without gaps, issue them in French and keep them for six years.
  • Late fees do not change the taxes: they are calculated on the amount before the fees.

Frequently asked questions

What information is required on an invoice in Quebec?

It depends on the amount. Under $100, you need your name, the date, the total amount and, for the QST, the tax amount and a description. From $100 to $499.99, add your GST and QST numbers. From $500, you also need the customer's name, the payment terms and a description of each item or service.

How do I calculate GST and QST on an invoice?

Multiply the pre-tax price by 5% for the GST and by 9.975% for the QST, then add them up. The QST is not calculated on the GST. For $1,000, that gives $50.00 of GST, $99.75 of QST and a total of $1,149.75.

Can an invoice be in English in Quebec?

The Charter of the French language provides that invoices, receipts and discharges are drawn up in French. You can also provide an English version, or a bilingual invoice, as long as the French version is accessible on terms at least as favourable.

How long do I have to keep my invoices?

For sales taxes, Revenu Québec requires you to keep records and supporting documents for six years after the end of the last year they relate to. If you object to an assessment, you must keep the related documents longer.

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