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Time And Material Invoice for Canada

Time And Material Invoice Template for Canada

A Time and Materials Invoice is a detailed billing document used in Canadian business transactions that itemizes both the time spent on services and materials used in project execution. This document complies with Canadian federal and provincial tax requirements, including GST/HST regulations, and provides a comprehensive breakdown of labor hours, hourly rates, material costs, and applicable taxes. It serves as both a billing instrument and a record of work performed, typically used in project-based or consulting environments where exact costs cannot be determined in advance.

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What is a Time And Material Invoice?

The Time and Materials Invoice is essential for businesses operating in Canada that provide services and materials on a variable cost basis. This document type is particularly relevant when the exact scope of work cannot be predetermined, and billing is based on actual time spent and materials consumed. The invoice must comply with Canadian federal and provincial tax regulations, including GST/HST requirements, and should include all mandatory elements such as tax registration numbers, detailed time logs, and itemized material costs. Time and Materials Invoices are commonly used in project-based industries, consulting services, and construction work, where costs can vary based on actual execution. The document serves multiple purposes: it acts as a formal request for payment, provides detailed cost transparency to clients, and maintains compliance with Canadian tax and business regulations.

What sections should be included in a Time And Material Invoice?

1. Invoice Header: Company information, logo, invoice number, date, and GST/HST registration number

2. Client Information: Full legal name and address of the client, including any specific billing references or PO numbers

3. Service Period: Clear statement of the billing period covered by the invoice

4. Time Charges: Detailed breakdown of hours worked, including dates, personnel, hourly rates, and descriptions of work performed

5. Material Charges: Itemized list of materials used, including quantities, unit prices, and descriptions

6. Subtotals: Separate subtotals for time charges and material charges

7. Tax Calculations: Detailed breakdown of applicable taxes (GST/HST/PST) with registration numbers

8. Total Amount Due: Final total including all charges and taxes

9. Payment Terms: Due date, accepted payment methods, and any late payment penalties

10. Additional Notes: Any specific terms, conditions, or notes regarding the charges

What sections are optional to include in a Time And Material Invoice?

1. Purchase Order Reference: Include when client has provided a PO number or when required by client's procurement process

2. Project Code: Include when billing is associated with specific client project codes or cost centers

3. Progress Summary: Optional section showing project progress or milestone completion status when relevant

4. Discount Applied: Include when any special discounts or credits are being applied to the invoice

5. Currency Exchange: Include when billing in multiple currencies or when exchange rates need to be specified

6. Previous Balance: Include when there are carrying balances from previous invoices

What schedules should be included in a Time And Material Invoice?

1. Time Sheet Details: Detailed breakdown of time entries, including daily logs and activity descriptions

2. Material Receipt Documentation: Copies or details of receipts for materials charged

3. Rate Card: Schedule showing agreed-upon rates for different personnel levels or service categories

4. Change Order References: List of approved change orders affecting billing rates or scope

5. Supporting Documentation: Any additional backup documentation required by the client

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Canada

Publisher

Ƶ

Document Type

Invoice Form

Sector

Sales

Cost

Free to use
Relevant legal definitions






























Clauses


















Relevant Industries

Construction

IT Consulting

Engineering Services

Management Consulting

Professional Services

Software Development

Industrial Services

Architectural Services

Environmental Services

Technical Consulting

Research and Development

Maintenance Services

Relevant Teams

Finance

Accounting

Operations

Project Management

Legal

Tax

Procurement

Client Services

Business Development

Administration

Relevant Roles

Project Manager

Financial Controller

Accountant

Billing Coordinator

Accounts Receivable Specialist

Contract Administrator

Finance Manager

Project Coordinator

Business Development Manager

Operations Manager

Tax Specialist

Procurement Manager

Account Manager

CFO

Billing Manager

Industries








Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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