Virtual assistant invoice template for Canada
Virtual assistants usually bill by the hour or on a monthly retainer, and clients like to see what the time went to. This template is set up for Canada: CAD currency and the right tax label. Canada invoices usually include GST (standard rate 5 percent), which this template adds for you.
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Example virtual assistant invoice in CAD
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Admin support (hours) | 20 | CA$30.00 | CA$600.00 |
| Inbox management retainer | 1 | CA$250.00 | CA$250.00 |
| Travel booking | 1 | CA$80.00 | CA$80.00 |
| Subtotal | CA$930.00 | ||
| GST 5% | CA$46.50 | ||
| Total | CA$976.50 | ||
In this sample the subtotal is CA$930.00, GST at 5 percent adds CA$46.50, and the total is CA$976.50. Sample figures only.
What a Canada invoice must include
- Your business name, address and GST/HST registration number
- The customer's name and billing address
- Invoice number and invoice date
- A description of the goods or services and the amount before tax
- The GST or HST amount, and any provincial tax, shown separately
- The total and your payment terms
What a virtual assistant invoice should show
- The billing period and the client name
- Hours by task category, such as admin, email or scheduling
- Retainer lines for recurring monthly work
- Software or subscription costs paid on the client's behalf
- Rollover or unused-hours rules for retainers
- Payment details and a due date
Getting paid in Canada
Common ways to pay are Interac e-Transfer, electronic funds transfer, cheque or card. Typical payment terms: net 30 is common. Interest on late payments should be agreed in your contract and written on the invoice.
Mistakes to avoid
- Billing hours without a summary of the tasks.
- Mixing retainer hours and extra hours on one line.
- Charging GST when you are a small supplier and not registered.
- Using 5 percent GST in a province where HST applies.
Practical tips
Send a short time summary with each invoice; it reduces questions and builds trust. For retainers, state the monthly hours included and the rate for extra hours.
The federal GST rate is 5 percent. Some provinces combine federal and provincial tax into HST at a higher rate, while others charge provincial sales tax separately, so the rate depends on where the supply is made. Small suppliers whose taxable revenue stays under the government threshold do not have to register for GST/HST, but they can choose to.
Frequently asked questions
Should a virtual assistant bill hourly or by retainer?
Hourly suits irregular work, retainers suit steady needs. Many VAs offer both and give retainer clients a lower rate.
What if the client does not use all retainer hours?
Decide this in advance: rollover, expiry or refund. Put the rule in your agreement and on the invoice notes.
What is the difference between GST and HST?
GST is the federal tax. HST combines the federal and provincial parts in some provinces. Others charge GST plus a separate provincial tax.
Do I need to charge GST as a freelancer in Canada?
Only once you are registered, which is required after you pass the small supplier threshold. Check with the CRA.
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Last reviewed: October 2026. This page is general information, not legal, tax or accounting advice. Rules and rates change, so check the Canada Revenue Agency before relying on it.