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Invoicing and billing in Canada: how it runs
LedgerBPO's invoicing services Canada businesses rely on pair you with a named, dedicated billing specialist who raises every invoice from your jobs, orders or contracts inside QuickBooks Online, Xero or Wave. The right GST, HST, PST or QST is applied by province, and customers can pay by Plooto pre-authorized debit or e-transfer.
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What it covers
LedgerBPO's invoicing services Canada businesses rely on pair you with a named, dedicated billing specialist who raises every invoice from your jobs, orders or contracts inside QuickBooks Online, Xero or Wave. The right GST, HST, PST or QST is applied by province, and customers can pay by Plooto pre-authorized debit or e-transfer.
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What you get
Invoices raised from time, jobs or orders within one business day
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How it runs
Recurring, progress and milestone billing handled inside your software
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What you see
Every invoice checked by a second person before it is sent
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
What is different in Canada
Invoicing in Canada means applying the right sales tax to every line: GST only in Alberta and the territories, GST plus HST in Ontario and the Atlantic provinces, GST plus PST in British Columbia, Saskatchewan and Manitoba, and GST plus QST in Quebec, usually based on where the customer receives the invoice. Businesses billing Quebec customers often need invoices available in French under that province's language rules. Payment collection leans on Interac e-transfer and on Plooto for pre-authorized debits, alongside card and cheque. Invoices are usually issued in Canadian dollars, with a parallel US-dollar invoice for cross-border customers. Our billing specialists work inside QuickBooks Online, Xero or Wave during Eastern Time hours that cover the whole organization.
CA rules that shape the work
Sales tax by destination
Most provinces tax based on where the customer receives the invoice, so a business billing across Canada applies GST, HST, PST or QST by the customer's province rather than the seller's own rate.
Quebec's French-language rules
Quebec's language rules mean invoices sent to customers there are often expected in French, or bilingual. We flag Quebec accounts so the right template and wording goes out.
How Canadian customers pay
Plooto pre-authorized debits and Interac e-transfer are the most common ways Canadian customers settle an invoice, alongside card payments and the occasional cheque still used by larger accounts.
What's included
- Invoice creation from time sheets, job sheets, sales orders or contracts
- Recurring invoice schedules for retainers, maintenance plans and memberships
- Progress, milestone and retention billing for project work
- Credit notes, re-bills and corrections with a reason logged
- Sales tax, VAT or GST applied by customer and product rules
- Purchase-order numbers and customer references captured before sending
- E-invoicing through customer portals, Peppol networks or your payment link
- Invoice delivery by email with PDF and payment link attached
- Bounced-email and delivery-failure follow-up the same day
- Customer master data kept current: contacts, terms, billing addresses
- Daily invoice register showing what was billed and what is pending
- Monthly billed-versus-delivered check against your job or order system
Deliverables and KPIs
| Deliverable | KPI we report |
|---|---|
| Invoices issued | Invoice out within 1 business day of the billing trigger, tax coded by province |
| Tax accuracy | Every invoice carries the correct GST, HST, PST or QST for the customer's province |
| Payment collection setup | Plooto pre-authorized debit or e-transfer request attached to every invoice sent |
| Quebec-ready templates | French or bilingual invoice template used for every Quebec customer |
CA software we work in
Pricing in CAD
Pricing depends on volume and scope. Get a custom quote within 1 business day. Quotes for Canada clients are issued in CAD.
Security and compliance
- Billing access only; we never take payments and never store card details
- MFA on every login, least-privilege roles and an access log per client
- NDA per engagement, background-checked staff, no local downloads of customer data
Full control list on the security page and country rules on the compliance page. Certifications are listed only when held.
Frequently asked questions
How much do outsourced invoicing services cost in Canada?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. As a market reference, Canadian outsourced bookkeeping and billing support runs C$300 to C$2,000 a month, with most small and medium businesses paying C$400 to C$800 (Outsource Bookkeeping CA, TheAccTaxCo, 2026). Invoice volume and how many provinces you bill into move the quote.
Do you file our GST/HST return or T2?
No. Invoicing and billing is a separate service from tax filing. We apply the correct GST, HST, PST or QST to each invoice and keep the sales tax ledger tidy, but your CPA or a CRA-registered EFILE transmitter files the actual return.
Do you cover Canadian hours?
Yes. Our billing specialists work 8am to 8pm ET, covering every Canadian time zone so invoices go out and customer questions get answered during your own business day.
Can you invoice in French for Quebec customers?
Yes. Where your Quebec customers expect an invoice in French, or bilingual, we use the template and wording you approve. The underlying ledger and tax coding stay the same; only the language and layout change.
How do Canadian customers usually pay an invoice?
Interac e-transfer and Plooto pre-authorized debits are the most common methods, alongside card payments and the occasional cheque from larger accounts. We set up the payment link or debit request on each invoice so customers can pay the way they prefer.
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