Excel invoice template for Canada

A spreadsheet invoice that does the arithmetic. Enter a quantity and a rate, and Excel works out each line, the subtotal, your province's sales tax and the total. There is one file per tax profile, from Ontario HST to Québec GST + QST.

The Ontario HST Excel invoice template: business and client details, ten line-item rows, and the subtotal, HST 13% and total cells.
The Ontario file as it opens in Excel. Every province uses the same layout with its own tax rows.

What the spreadsheet does for you

  • Calculates as you type. Each line amount is quantity × rate. The subtotal, every tax line and the total update on their own, with no formulas to write.
  • The right tax rows. Your province's taxes are already on the sheet, each on its own line. The rates sit in labelled cells on a second sheet, so you can see exactly what is charged.
  • Printable and PDF-ready. Print it straight from Excel, or save it as a PDF to email to your client.
  • Fully editable. Change the labels and colours, or add your logo. It is an ordinary .xlsx file with no macros.
Choose your province ↓ Prefer Word? See the Word version →

Excel invoice templates by province

Download the file for the province you charge tax in. Each carries only the tax rows that apply there. The profile name opens its card in the full template gallery.

See every invoice template, in both Excel and Word →

Excel invoice template: common questions

Should I use the Word or the Excel invoice template? ▾

Use Excel if you want the figures done for you: the spreadsheet multiplies each line, adds up the subtotal, calculates each tax and totals the invoice. The Word template has the same layout but does not calculate, so you type every amount yourself. It suits short invoices, or anyone who simply prefers a document editor.

Can I add my logo and business details? ▾

Yes. Type your business name, address and GST/HST number into the cells at the top, then insert your logo with Insert → Pictures and place it over the "YOUR BUSINESS" header. You can change the fill colours to match your brand. Save the result as your own copy so the next invoice starts from it.

Can I use one template for several clients? ▾

Yes. Keep a master copy with your own details filled in and the client and line items left blank. For each invoice, save a copy under the client's name and the invoice number, then fill it in. Number your invoices in one running sequence across all clients, so every invoice number is unique.

How do I turn the Excel invoice into a PDF? ▾

In Excel, choose File → Save As (or File → Export) and pick PDF. On a Mac you can also use File → Print → Save as PDF. Check the print preview first so the invoice fits on one page, and send your client the PDF rather than the spreadsheet so the figures cannot be changed.

How is sales tax calculated in each province's template? ▾

Every tax line is a percentage of the pre-tax subtotal, never of another tax. Ontario (HST 13%), Nova Scotia (HST 14%), and New Brunswick, Newfoundland and Labrador and PEI (HST 15%) have a single line. Alberta and the territories charge GST 5% only. British Columbia (PST 7%), Saskatchewan (PST 6%) and Manitoba (RST 7%) add a provincial line next to GST 5%; PST and RST apply only to goods and services that are taxable in that province. In Québec, GST 5% and QST 9.975% are both calculated on the subtotal, and QST is not charged on the GST: $1,000 of services is $50 GST + $99.75 QST = $1,149.75. Which province's tax applies depends on where the supply is made, not where your business is based.

Can I change the tax rate in the spreadsheet? ▾

Yes. The rates are in their own cells on the file's second sheet ("Template Info", or "Info" in the French and bilingual Québec files), and every tax line reads from them, so changing a rate there updates the invoice. You only need to if a rate changes, or if you are invoicing a sale taxed under another province's rules, in which case the template for that province is usually the better fit.

These templates are a convenience, not tax or legal advice. Which taxes apply, and at what rate, depends on what you sell and where the supply is made.

Rather not fill in a template at all?

The free invoice generator builds a PDF invoice with your province's tax already worked out, in your browser. Or create a free InvoiceCast account to save your clients and email invoices straight from it.

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