Everything you need to get paid in Canada

If you’re freelancing in Canada, GST/HST can feel like one more confusing layer on top of an already confusing tax system — but the basics aren’t as scary as they sound. Here’s the short version: if your freelance income (plus any other self-employed income) adds up to more than $30,000 over four consecutive calendar quarters, you’re required to register for a GST/HST account with the CRA. Until you hit that threshold, you’re considered a “small supplier” and registration is optional.

Once you’re registered, you need to start charging GST/HST on your invoices. The rate depends on where your client is located, not where you live — so a Toronto freelancer billing a client in Alberta charges Alberta’s GST rate (5%), while billing someone in Ontario means charging HST (13%). This trips up a lot of new freelancers who assume their own province’s rate applies everywhere.

The upside of registering is that you can claim Input Tax Credits (ITCs) — essentially, you get back the GST/HST you paid on business expenses like software subscriptions, your laptop, or a portion of your home office costs. This can make registering worthwhile even before you’re required to, especially if you have significant startup expenses.

Remitting is the part people dread most, but it just means sending the CRA the difference between what you collected and what you paid in ITCs. Depending on your revenue, you’ll file annually, quarterly, or monthly. The CRA assigns your filing frequency when you register, though you can request a different one. Mark your filing deadlines as soon as you know them — late filing penalties add up faster than you’d expect.

One practical tip: open a separate bank account or at least track GST/HST collected separately from your regular income. It’s not really your money, even though it sits in your account between collecting it and remitting it, and treating it as spendable cash is the single most common mistake new freelancers make.

Filing taxes as a self-employed Canadian means navigating a different set of rules than a typical T4 employee, but it also opens the door to deductions that can meaningfully lower what you owe. The key principle the CRA uses is whether an expense was incurred to earn business income — if it passes that test and you can back it up with records, it’s likely deductible.

Home office expenses are usually the biggest opportunity. If you work from home, you can claim a percentage of costs like rent, utilities, internet, and property insurance, based on the size of your workspace relative to your home. There are two ways to calculate this: the detailed method (tracking actual expenses and the percentage of your home used for work) or, in some cases, a simplified flat-rate method — though the flat-rate option has mostly applied to employees rather than self-employed individuals, so check current CRA guidance for your situation.

Equipment and software are also fair game. A new laptop, monitor, ergonomic chair, or even your phone (the business-use portion) can be claimed. Software subscriptions tied to your work — design tools, accounting software, project management platforms — are deductible too. The CRA generally wants large equipment purchases capitalized and depreciated over time through the Capital Cost Allowance (CCA) system rather than written off all at once, so it’s worth understanding which category your purchase falls into.

Vehicle expenses, if you use your car for client meetings or deliveries, can be claimed based on the percentage of business use versus personal use — but this requires a mileage log, not just an estimate. Professional development, like courses or certifications related to your field, and a portion of your phone and internet bills are commonly claimed as well.

What you can’t claim is just as important to know: personal expenses, clothing (unless it’s a uniform or safety gear), and anything that doesn’t have a clear business purpose will get flagged if you’re ever reviewed. Keep receipts for everything, ideally digitized, since the CRA can ask for documentation going back six years.

A compliant Canadian invoice isn’t complicated, but missing a required field can cause headaches with clients, accountants, or the CRA down the line. At minimum, every invoice needs your business name and contact information, the client’s name and contact information, a unique invoice number, the date the invoice was issued, and a clear description of the goods or services provided along with the amount charged.

If you’re registered for GST/HST, there’s an extra requirement: your invoice must display your GST/HST registration number and the amount of tax charged, shown separately from the subtotal. This isn’t optional — without it, your client can’t claim their own input tax credits on what they paid you, which can become a real point of friction with business clients. If you’re not registered (because you’re under the $30,000 small supplier threshold), you simply don’t charge tax at all, and your invoice should reflect that.

Formatting-wise, clarity matters more than design. List each service or product on its own line with quantity, rate, and line total, then show a subtotal, tax amount, and grand total at the bottom. Including your payment terms (net 15, net 30, due on receipt) and accepted payment methods upfront avoids back-and-forth with clients later. Many freelancers also add a late payment policy, such as a small percentage fee after a certain number of days, though enforcing this depends on what you’ve agreed to in your contract.

Numbering your invoices sequentially (INV-001, INV-002, etc.) rather than by date or client name makes bookkeeping far easier, especially come tax time, since it gives you and your accountant an easy way to confirm nothing is missing. It’s also worth keeping a consistent template, whether through invoicing software or a simple spreadsheet, so your branding and information stay uniform across every client.

Finally, hang onto copies of every invoice you send, ideally for at least six years, since the CRA can request them during an audit. Cloud-based invoicing tools that auto-save and timestamp your invoices make this far less of a chore than digging through old emails or folders.

A late invoice doesn’t always mean a bad client — people get busy, emails get buried, and approval processes take longer than expected. The goal of your first follow-up isn’t to pressure anyone; it’s simply to move the invoice back to the top of their inbox. Timing matters here: don’t wait three months before saying something. A gentle nudge the day after the due date is perfectly professional, and most clients will appreciate the reminder rather than feel annoyed by it.

Keep your first message short and assume good intent. Something like “Just wanted to check in on invoice #MB-047 — let me know if you need anything from me to get this processed” signals that you’re on top of your receivables without making the client feel accused of anything. Attaching the invoice again removes any friction they might use as an excuse to delay further.

If you don’t hear back within a week, escalate slightly. This is the point where you want to be clearer about the amount and due date, and you can mention any late fee policy if you have one in your contract. Still stay professional — tone matters more than you think, because clients who feel lectured or embarrassed have a way of deprioritizing your invoice further or deciding not to rehire you.

By the third follow-up, it’s appropriate to signal consequences without burning bridges. Mentioning that you’ll need to pause work on any ongoing projects until the account is settled, or that you’ll be escalating to a collections process if payment isn’t received by a specific date, tends to move things along. Most late-payers aren’t trying to avoid payment — they just need to know you’re serious. A concrete deadline works better than an open-ended request.

Throughout all of this, document everything. Keep records of when you sent each follow-up and any responses you received. If you ever need to take formal action — through small claims court or a collections agency — that paper trail will matter. In Canada, small claims court limits vary by province (from $20,000 in Ontario to $50,000 in British Columbia), and it’s often a viable option for significant outstanding invoices that a client refuses to pay.

Template 1 — Friendly first nudge (1–3 days overdue)
Subject: Invoice #[NUMBER] — Quick follow-up

Hi [Name], hope you’re doing well. Just a quick note to follow up on invoice #[NUMBER] for $[AMOUNT], which was due on [DATE]. I’ve re-attached it in case it got buried. Let me know if you have any questions or need anything on my end to get it processed. Thanks!

Template 2 — Polite reminder (1 week overdue)
Subject: Invoice #[NUMBER] — Now 7 days overdue

Hi [Name], I wanted to follow up again on invoice #[NUMBER] for $[AMOUNT], originally due [DATE]. I understand things can get busy — please let me know if there’s an issue with the invoice or if you need me to send it to a different contact. Happy to help move this along on your end.

Template 3 — Direct reminder with late fee notice (2–3 weeks overdue)
Subject: Invoice #[NUMBER] — Payment now [X] days overdue

Hi [Name], this is my third follow-up on invoice #[NUMBER] for $[AMOUNT]. As noted in our agreement, a late fee of [X%] applies after [30] days. I’d love to resolve this quickly — please confirm a payment date or reach out if there’s a problem I can help address. I’ve re-attached the invoice below.

Template 4 — Escalation notice (1 month+ overdue)
Subject: Final notice — Invoice #[NUMBER]

Hi [Name], I’m writing to let you know that invoice #[NUMBER] for $[AMOUNT] remains unpaid after [X] days. If I don’t receive payment or hear from you by [SPECIFIC DATE], I’ll need to escalate this to a collections process. I’d much prefer to resolve this directly — please get in touch at your earliest convenience.

Template 5 — Final notice before collections (45+ days overdue)
Subject: Invoice #[NUMBER] — Collections referral pending

Hi [Name], this is a final notice regarding invoice #[NUMBER] for $[AMOUNT], now [X] days past due. If payment is not received by [DATE], I will be referring this account to a collections agency. All future correspondence should be directed to [your name/contact]. I sincerely hope we can settle this without that step — please reply or call [PHONE] today.

Calling a client about a late invoice is uncomfortable for most freelancers — but it’s often the fastest way to get a real answer. Email is easy to ignore; a phone call creates a moment of accountability that’s hard to sidestep. The key is to go into the call with a specific ask, stay calm regardless of the response you get, and end with a clear next step rather than just hoping the client follows through.

Opening script (when someone picks up):
“Hi [Name], this is [Your Name] — I sent over invoice #[NUMBER] for [amount] on [date] and wanted to follow up to make sure everything looks good on your end. Is this a good moment?”

If they say yes, continue: “Great. I just wanted to confirm you received it and check if there’s a payment date I can expect — even a rough timeline helps me with planning.”

If they say they haven’t seen it:
“No problem at all — I’ll resend it right now while we’re on the phone. Is [email address] still the best place to send it? And who should I copy to make sure it gets processed quickly?”

This keeps momentum going and gets you the right contact rather than letting the invoice disappear into the wrong inbox again.

If they push back or say they’re having cash flow issues:
“I appreciate you being upfront with me. I’m happy to work out a payment schedule if that helps — could we agree on a first payment of [amount] by [date] and a second payment by [date]? I can send you a quick email to confirm.”

A partial payment on a clear schedule is almost always better than waiting indefinitely for the full amount. Getting something in writing — even just a reply-to-email confirmation — turns a verbal promise into something you can follow up on.

Voicemail script:
“Hi [Name], this is [Your Name] calling about invoice #[NUMBER] for [amount] — it was due on [date] and I’m just following up to make sure it’s in the queue. Please give me a call back at [number] or reply to my last email. Thanks, and have a great day.”

Keep voicemails short and non-confrontational. You’re leaving a paper trail, not delivering a lecture. Follow up the call with an email the same day so there’s a written record that you reached out.

Creating your first invoice in MapleBill takes less than three minutes once your account is set up. Start by clicking New Invoice from your dashboard. You’ll be prompted to either select an existing client or add a new one — enter their name, company (if applicable), email address, and province, since province determines the correct GST/HST rate that gets applied automatically.

Next, add your line items. Each line has a description, quantity, and unit price. Be specific in your descriptions — “Website design — homepage and about page” is much better than “Design work” both for your client’s records and for your own bookkeeping. If you’re registered for GST/HST, toggle the tax switch on and MapleBill will automatically calculate and display the correct amount based on your client’s province.

Set your invoice date and payment due date. A net-15 or net-30 term is standard for most freelance work — net-30 means payment is due 30 days from the invoice date. If you’ve agreed to different terms with a particular client, enter them here. You can also add a short note at the bottom of the invoice for things like bank transfer details, a thank-you message, or a reminder about your late fee policy.

Once everything looks right, hit Preview to see exactly what your client will receive. Check that your business name, contact info, and GST/HST number (if applicable) appear correctly — these are required for a CRA-compliant invoice. When you’re happy with it, click Send to email it directly from MapleBill, or use Download PDF if you prefer to send it yourself. Either way, the invoice is saved automatically and will appear in your Invoices tab with a Sent status.

That’s it. Once your client pays, you can mark it as paid manually or, if you’ve connected Stripe, payment status updates automatically. Your dashboard will always show you a live view of what’s outstanding, what’s overdue, and what’s been paid.

GST (Goods and Services Tax) is a federal tax of 5% that applies across Canada. HST (Harmonized Sales Tax) is a combined federal-provincial tax used in provinces that have merged their provincial sales tax with the GST — Ontario charges 13% HST, Nova Scotia charges 15%, and so on. As a freelancer, the rate you charge depends on where your client is located, not where you are. If your Toronto-based business invoices a client in Alberta, you charge 5% GST. If that same client is in Ontario, you charge 13% HST.

You only need to register for a GST/HST account once your total taxable revenue exceeds $30,000 in any single calendar quarter, or over four consecutive quarters. Until then, you’re a “small supplier” and charging GST/HST is optional — most freelancers below the threshold choose not to, since it simplifies their invoicing. Once you cross the threshold, registration becomes mandatory and you must start charging within 30 days.

To register, go to the CRA website or call the CRA business line at 1-800-959-5525. You’ll receive a 9-digit Business Number (BN) with a “RT” suffix for your GST/HST account — for example, 123456789 RT 0001. This number must appear on every invoice you send once you’re registered.

When it comes to remitting, you collect GST/HST from clients and subtract any GST/HST you paid on eligible business expenses (called Input Tax Credits, or ITCs). You remit the difference to the CRA on a schedule they assign — annual for most new registrants with modest revenue, quarterly or monthly for higher-volume businesses. MapleBill tracks the tax you’ve collected on each invoice, so generating a remittance summary at the end of each filing period takes seconds rather than hours.

A practical tip: treat collected GST/HST as money that was never yours. Set it aside in a separate account or sub-account from day one. The CRA charges interest on late remittances, and it’s easy to accidentally spend tax money that’s sitting in your main account if you’re not careful.

Connecting Stripe to MapleBill lets your clients pay invoices by credit or debit card directly from the invoice itself — no back-and-forth about bank transfers, no waiting for cheques. Setup takes about five minutes and you only need to do it once.

From your MapleBill dashboard, go to Settings → Payments and click Connect Stripe. You’ll be redirected to Stripe’s onboarding flow, where you’ll either log into an existing Stripe account or create a new one. Stripe will ask for your business details, banking information for payouts, and identity verification — this is standard for any payment processor and usually takes under 10 minutes to complete.

Once connected, every new invoice you send will automatically include a Pay Now button. When a client clicks it, they’re taken to a secure Stripe-hosted checkout page where they can pay by Visa, Mastercard, or Amex. You don’t need to handle any card data yourself — Stripe manages all of that. Funds are deposited to your bank account on Stripe’s standard payout schedule, typically two business days after a payment is made.

Stripe charges a processing fee per transaction (currently 2.9% + 30¢ for most Canadian card payments — check Stripe’s pricing page for the latest rates). Some freelancers absorb this cost as a convenience fee; others add a small surcharge to card-paid invoices. Either approach is fine — just be upfront with clients about it. Many freelancers find that offering card payments gets invoices paid two to three times faster than bank transfer alone, making the processing fee well worth it.

When a client pays through Stripe, MapleBill automatically marks the invoice as paid and records the payment date. You’ll also receive an email notification. There’s nothing to do manually on your end — your dashboard updates in real time.

There are three ways to get an invoice in front of your client: email it directly from MapleBill, download a PDF and attach it yourself, or share a payment link. Each has its place depending on your client and the situation.

Sending from MapleBill is the simplest option and the one most clients prefer. Click Send on any invoice and MapleBill emails it on your behalf with your branding, the invoice attached as a PDF, and a Pay Now button if you’ve connected Stripe. You can customise the subject line and add a personal note before sending. The client receives a clean, professional email that looks like it came from you — not a generic payment platform.

Downloading a PDF makes sense when a client has a specific accounts payable process — for example, they require invoices to come from your own email domain, or they need them submitted through a vendor portal. Export the PDF from MapleBill and attach it to your own email. The PDF includes all the same information and branding; you’re just handling the delivery yourself.

Sharing a payment link is useful for quick or repeat jobs where formality isn’t required. MapleBill generates a unique URL for each invoice that opens a live, web-based version clients can view and pay directly. You can drop this link into a Slack message, a text, or any other channel — no email required. It’s especially handy for clients you communicate with primarily through chat.

As for timing, research consistently shows that invoices sent on Tuesday, Wednesday, or Thursday mornings get paid faster than those sent late on a Friday. Send as soon as the work is delivered rather than batching invoices at the end of the month — the longer you wait, the more time passes before the payment clock even starts. If you have payment terms of net-30, sending the invoice the day you finish the work means you get paid 30 days from then, not 30 days from whenever you remembered to send it.

A valid Canadian invoice needs to include specific information to be useful to your client’s bookkeeper and to satisfy the CRA if you’re ever audited. The good news is MapleBill handles most of this automatically — but it helps to understand what’s required and why.

Every invoice must include: your legal business name (or your personal name if you’re operating as a sole proprietor without a registered business name), your contact information, the client’s name and contact information, a unique invoice number, the invoice date, and an itemised list of services or goods provided with amounts. These are the baseline requirements regardless of your registration status.

If you’re registered for GST/HST, you must also include your Business Number (BN) with the RT suffix, the GST/HST rate applied, and the total tax amount shown separately from the subtotal. Without these, your client cannot claim the Input Tax Credit they’re entitled to — which can create friction, especially with larger business clients whose bookkeepers will flag it. MapleBill adds all of this automatically once you enter your BN in Settings.

For Quebec-based freelancers, QST (Quebec Sales Tax) is a separate provincial tax you may also need to register for and collect, in addition to GST. The QST rate is 9.975%. Revenu Québec administers QST independently from the CRA, so registration and remittance are handled separately. MapleBill supports QST as an additional tax line on your invoices.

A few formatting tips that make a real difference: number your invoices sequentially (INV-001, INV-002) so nothing falls through the cracks at year-end; always show your payment terms clearly (e.g., “Payment due within 30 days”); and include your preferred payment method — bank transfer details, a Stripe payment link, or both. The easier you make it to pay, the faster you get paid. Keep copies of every invoice for at least six years, which is the CRA’s standard records retention window.