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Getting paid on time is crucial to keep your cash flow healthy, no matter the size of your business. Having an invoicing system and process in place keeps your accounts organized and helps you get paid faster. But finding examples of invoices that actually apply to your business can be tricky.
Whether you’re new to invoicing or looking to refresh your invoicing system, the first place to start is with the invoice itself — the most critical document in the process. Depending on the kind of business you run, your invoices should help you keep records of your projects, deadlines, cash in and cash out, and they might include specific fields. For example, a contractor’s invoice with installments is different from a retail one with products and SKUs.
Here are some invoice examples and tips for creating a number of different invoices based on your business needs.
Key components to include in an invoice
An invoice should always list the products or services you sold, what the customer owes for them and when to pay you. Invoices should also contain a few key pieces of information to track projects and payment deadlines while following Canada Revenue Agency (CRA) rules:
- Business’s name and contact information: This gives your customer an easy way to access your business information for their own tax filings.
- Logo and/or brand colours: No need to be a graphic designer to create a branded invoice that looks good — Square Invoices lets you easily customize templates to match your brand.
- Invoice number: Whether you use numbers, letters or project names, each invoice should have a unique identifier so you can reference it in the future.
- Invoice date: Consider this an official timestamp. It’s the date an invoice is created, but not necessarily the date a payment is due.
- GST/HST number: Once you exceed $30,000 in sales revenue in a single calendar quarter, or over four consecutive calendar quarters, you must register for a GST/HST account. Including your GST/HST number on invoices is mandatory.
- Customer’s billing information: This allows you to easily look up an invoice by the customer’s name.
- Description of the goods or services rendered: Listing details about the goods and services provided can help with inventory tracking, reporting and more.
- Total before tax: This is a simple field, but it can make accounting easier for everyone involved when collecting and remitting taxes. Plus, it gives customers a clearer picture of your rates and fees.
- A breakdown of sales taxes: Invoices must show tax rates and amounts separately. List the GST/HST clearly, as well as the QST in Quebec or the PST in British Columbia.
- Total due: Make the total obvious so customers understand right away how much they owe you.
- Due date for payment: If the due date is the same as the invoice date, you can note that the payment is due upon receipt. If not, specify the exact due date.
- Terms and any late fees or penalties applicable: What happens if a payment is overdue? Avoid grey zones and list your terms clearly.
Invoice examples for freelancers and consultants
Depending on the type of work you do and your preferences, consultants and freelancers are paid in a variety of ways, from hourly to monthly retainers. A freelance or consulting invoice example should incorporate specific details about the projects you’re working on. For example, if you’re a strategy consultant charging a monthly retainer, list out the deliverables covered, like support with a business’s SWOT analysis.
Freelance/consulting invoice example components:
- Project details: List all the work produced. A designer, for instance, might input details like ‘website’ or ‘social media graphics’. If you bill by the hour, indicate how many hours you’ve spent on each task.
- Project rates: Clarify whether rates are flat or hourly.
- Software or licensing fees: Itemize any software or licensing fees you have incurred while working on your projects e.g., font licensing for a design project.
- Tip: Consider adding a tip line if it’s customary to tip in your industry. Square Invoices gives customers a convenient payment link with the option to tip.
- Payment terms: Note when the client will receive the final work and what date(s) payment is due, which prevents confusion with ongoing work.
Invoice examples for contractual work
Like a freelance invoice, an invoice for contractual work is all about project specifics. Suppose that you have divided a building project into stages. Make it obvious you are billing a customer for the design phase by listing all completed tasks related to the design, and breaking down expenses for materials and tools, too.
Referencing specific contract clauses related to payment terms or the scope of work can also help prevent uncomfortable surprises down the road, especially with complex, long-term work.
Contractual work invoice example components:
- Project details: Itemize tasks and subtasks. For example, the design process might involve subtasks like clarifying requirements and creating 3D models.
- Milestones achieved: Put down notes about the key milestones achieved e.g., ‘Phase 1 – Design’ and ‘Phase 1- Permitting’, which helps your customer keep track of progress.
- Extra costs: List the price of any supplies, equipment or permits you need to finish the projects.
- Contract references: Reference the contract as needed. For instance, when billing the customer for tools, mention ‘Clause 3.2 (Materials and Equipment)’.
- Installment schedules: From the initial deposit to the last payment, display the entire installment schedule along with the due dates.
Invoice examples for professional services
If you offer professional services, chargebacks can come with the territory, as it can be hard to determine when a specific service was completed, and the quality of the work delivered can be subjective. In other words, there’s room for ambiguity, but a strong invoice helps build positive relationships with customers and protect your business.
Fee structures can also vary, as a lawyer might charge a retainer and also bill hourly, an accountant might charge a flat rate for support with bookkeeping or tax filings and a designer might charge customers on a per-project basis. Use your invoice to set clear expectations.
Professional services invoice example components:
- Fee structure: Are you working with a flat rate or hourly rate, or both? Are you charging a retainer or billing a customer based on tiers? It should be obvious on your invoice.
- Service descriptions: From an initial consultation call to time spent on research, describe what you did to support the project.
- Project timelines: Let’s say that you’re a wedding photographer who takes deposits to confirm a booking. Your package may include an engagement shoot, a wedding day shoot and time after the wedding to work on edits. Clearly list when each service will be delivered from the get-go.
- Terms and conditions: Use the notes section of your invoice to clarify your terms and conditions. For example, a writer might specify how many rounds of revisions are included before extra fees apply.
Invoice examples for retail
Retail invoices play a big role in inventory tracking and can help you streamline operations when filled out correctly. For example, when you use Square Invoices to create retail invoices, you can set up automated inventory tracking to adjust stock levels in real-time when a payment is made.
Retail invoice example components:
- Product names and SKUs: A description like ‘graphic T-shirt’ is not enough on its own. Write down details about the brand, style and colour in product names.
- Shipping and delivery: List shipping fees separately and add a note about the estimated delivery timeline in business days.
- Discounts: Show applicable discounts on each line item and on totals to keep sales data accurate in the backend and be able to quickly process a refund with the correct amount.
- Return policy: A simple note like ‘returns accepted within 30 days of purchase’ and a link to your online return process saves time and cuts down the need for email communication.
Invoice examples for catering
When you cater an event, you’re charging customers for multiple components at once, from staffing and setup to the meals served. Your invoice needs to be transparent and reflect the value of your services so customers know what they’re paying for — and why there may be extra charges based on factors like the guest count or menu choice.
Also, let’s say that you want to add a 15% mandatory service charge on your invoice to cover tips. In Canada, this is considered a controlled tip, which means it’s taxable and must go through payroll with CPP contributions and EI premiums. Keep in mind that you have to disclose any extra charges upfront to comply with drip pricing regulations as well.
Catering invoice example components:
- Guest count: Your guest count impacts costs, so list it on your invoice along with line items like ‘buffet style meal’.
- Menu pricing: Include the price(s) of the specific menu(s) your customer chose and clearly identify any add-ons, like a main course with premium ingredients or extra hors d’oeuvres.
- Staffing and service fees: Maybe you offer a full-service catering package complete with servers, bartenders, linens, setup and cleaning, or you’re just doing a drop-off. Show all staffing and service fees involved.
- Deposits and installments: Break down deposits and scheduled payments. And, if you send an invoice after deducting the initial deposit used to secure the order, display that deposit as a line item that you’re subtracting from the total.
- Alcohol taxes: Some provinces have specific tax rules on alcohol, so it’s best practice to separate alcohol from food on your invoice. In British Columbia, for instance, you have to charge 10% PST on the sale of alcoholic beverages, which is higher than the standard rate of 7% applied to most goods.
- Service charges: Service charges should be their own line item, and you’ll apply GST/HST (and QST or PST, if applicable) to them. Put a clear note disclosing the service charge at the end of the invoice to comply with Canadian rules, and describe what the fee covers.
- Terms and conditions: Do you have special policies in place for circumstances like a last-minute change to the guest count? Add them to the notes section of your invoice so customers understand if they can make changes and what it means for them.
Invoice examples for restaurants and coffee shops
If you own a restaurant or coffee shop, diversifying your services to add new revenue streams can keep your bottom line healthy. For example, one in three Canadian restaurant leaders surveyed in the Square Future of Restaurants 2025 report said that they plan to expand their business in the next 12 months by offering their space for event rentals. Other ideas include selling your baked goods or coffee to other cafés in your area.
Expanded offerings means you’ll have to keep invoices organized. For private events, including itemized menu details and modifiers is important to prevent issues after the fact — say, a customer asking why there was only one vegetarian choice or why they were charged more for wine. Just like with a catering invoice, you’ll need to disclose any mandatory service charges and treat them like controlled tips. And it’s best to separate alcohol charges.
With recurring orders such as baked good deliveries, it’s a good idea to get customers to sign a credit card authorization form, which can save time and reduce the risk of chargebacks. Square Invoices lets you set up automated recurring invoicing to streamline admin tasks.
Restaurant and coffee shop invoice components:
- Itemized menu details: Will guests be enjoying a three-course dinner, complete with wine pairings? List every single item, including modifiers related to allergies and special requests. Your invoice is a way to document your customer’s exact order.
- Service charges: Mandatory service charges, like an 18% fee automatically applied to the tab of large parties,need to be listed on their own line item and disclosed in the notes section of your invoice. Remember to apply GST/HST (or QST or PST) to them.
- Alcohol taxes: Separate alcohol from food on your invoice to apply the correct tax amounts if your province has different rates for liquor. It also gives customers a clear breakdown of costs.
- Payment method: Clearly stating the payment methods you accept gives your customer options and prevents surprises later.
- Payment schedule: For recurring invoices, specify the payment frequency e.g. whether you’ll be charging your customer weekly or monthly.
Invoice examples for wholesale
If you have a wholesale business — for example, if you create beauty products that you sell to retail stores — an invoice catered to your business is important to keep track of your large transactions.
Wholesale invoices are similar to retail invoices but should also include the regular price of your products, the wholesale discount and the wholesale price your customer is being charged.
Transportation costs are among the top cost-related obstacles for Canadian businesses, according to a recent Statistics Canada survey, which underscores the importance of showing them on your invoice.
Wholesale invoice example components:
- Itemized bulk order details: To keep things organized and show customers exactly how much they’re paying at a volume, list product names, SKUs, quantities and unit prices.
- Tiered pricing: With this model, the more quantities of a product a customer purchases, the better of a deal they get on the unit price. How do you put this on a wholesale invoice? List tiers as separate line items e.g., Tier 1 (1-30 units) and add the quantities and unit prices for each tier.
- Shipping costs: Competitive shipping costs can attract and retain customers in the wholesale world, so mention them on your invoice – it’s simple but nurtures the relationship.
- Discounts: To give customers a quick glimpse of savings, bulk orders frequently display a percentage discount on the subtotal before tax.
Lump sum invoice examples
A lump sum invoice is used when offering a fixed rate for a number of products or services. Lump sum invoices are ideal for class packs at a yoga/fitness studio or flat rate projects.
If you are offering bulk deals for a large sum, make sure you clearly describe the package or lump sum in the itemized section. Also, be aware that many lump sum invoices have tax included, so there’s no need to add more (as pictured here).
Lump sum invoice examples components:
- Description of the package purchased: Don’t simply write ‘personal training’ if a customer bought a bundle of 20 sessions; instead, specify the precise number of sessions.
- Terms and conditions: If a customer has six months to use their sessions, it’s something you’ll want to specify in your invoice notes to avoid disappointment and refund requests.
- GST/HST: When you include taxes in the total, make sure you disclose that the GST/HST is included in the price to stay compliant with CRA requirements.
Benefits of invoices
Invoices can do much more than help you request a payment. From cash flow management to smoother operations, here are all the ways they benefit your business.
- Set and maintain clear expectations: From helping you get paid on time to reducing the risk of chargebacks, a well laid-out invoice sets and maintains clear expectations between a business or service provider and a customer.
- Build brand credibility: Customers don’t necessarily notice that an invoice looks professional, but mistakes or a wonky layout can erode the trust they have in your business. With Square Invoices, you can create invoices from various layouts and customize them with your logo and brand colours for a polished touch.
- Get paid on time: Your chances of getting paid on time are increased if you send an invoice as soon as you finish the work and include a clear payment deadline.
- Track payments: Don’t let business revenue fall through the cracks. When you use invoicing software like Square Invoices, you can easily track payments and know when to follow up with a payment reminder message.
- Manage cash flow: By enabling you to predict how much money will enter your company and when, a well-organized invoicing system helps you stay on top of cash flow.
- Maintain accurate financial records: Square Invoices automatically numbers invoices for you and lets you quickly retrieve them if you need to reference them again in customer conversations or if you ever get audited by the CRA.
- Streamlines operations: Whether you’re a service provider who bills customers on a monthly basis or a retailer who offers subscriptions, you can set up automated recurring invoices with a tool like Square Invoices. You can also add custom fields to invoice templates based on your business type and quickly reuse them in the future. And you can easily calculate and apply the correct GST/HST rate. With the right tools, invoicing can go from a chore to a simple system that helps your business run smoothly behind the scenes.
Invoice example FAQs
What is the purpose of an invoice?
An invoice lets a seller request a payment from a customer and provides a financial record of a transaction to support processes ranging from inventory tracking to bookkeeping and tax filings. It’s also important if you ever deal with a customer dispute after providing a product or service or get audited by the CRA.
How do I write a simple invoice?
Add your contact information and GST/HST number if applicable, as well as your customer’s contact details. List all services or products provided with quantities and prices. Calculate the subtotal, break down the GST/HST (and QST or PST, if applicable) amount and percentages separately and show the total amount due. Include an invoice date and payment due date.
What is the best format for an invoice?
The best format for an invoice depends on the type of business you operate. While there are universal fields to include and best practices to follow, using a template that applies to your industry and pricing model is a good idea.
How to get your invoices paid faster?
Set clear expectations from the get-go and list your payment terms on the invoice, such as the payment due date and any late fees or penalties incurred if there’s a delay.
