What to Look for in Canadian Invoicing Software
- CAD-first design: Displays amounts in CAD, handles GST/HST automatically
- Online payment button: Clients can pay directly from the invoice
- Recurring invoices: For retainer clients and subscription services
- CRA compliance: Invoice numbering, GST/HST registration number display
- Accounting integration: QuickBooks, Xero, or built-in bookkeeping
- Automated reminders: Chase overdue invoices without awkward calls
- French language support: For Quebec businesses
Top Invoicing Tools for Canadian Businesses
🏆 #1 — Wave (Best Free Option)
Wave is a Toronto-based financial software company specifically designed for small businesses. The invoicing software is completely free — you only pay when clients pay online through Wave Payments.
Pricing:
- Invoicing software: Free
- Wave Payments (credit cards): 2.9% + $0.60 per transaction
- Wave Payments (bank transfer): 1% per transaction (minimum $1)
- Monthly fee: $0
Features:
- Unlimited invoices and clients
- Recurring invoices
- Automatic payment reminders
- GST/HST tracking
- Double-entry accounting included
- Bank reconciliation
- Mobile app for iOS and Android
Best for: Freelancers, sole proprietors, and small service businesses wanting zero monthly cost.
#2 — FreshBooks (Best for Service Businesses)
FreshBooks is a Toronto-based company and one of the most widely used invoicing tools in Canada. It's more powerful than Wave, with better project tracking, time billing, and team collaboration — but it's not free.
Pricing (CAD):
- Lite: $19/month (up to 5 clients)
- Plus: $33/month (up to 50 clients)
- Premium: $60/month (unlimited clients)
Payment processing via FreshBooks: Powered by Stripe (2.9% + $0.30) or you can use your own Stripe account.
Key features:
- Project and time tracking (bill by the hour)
- Expense tracking with receipt scanning
- Proposal and contract generation
- Recurring invoices and retainers
- Team collaboration (multiple users)
- Strong mobile app
Best for: Freelancers, consultants, agencies, and small service businesses who bill by the hour or by project.
#3 — Helcim Invoices (Best if Already Using Helcim)
If you're already processing payments with Helcim, their invoicing feature is included at no extra cost. Invoices can include a "Pay Now" button with Helcim's interchange-plus rates — typically cheaper than FreshBooks' 2.9% + $0.30.
Pricing: Included with Helcim (no monthly fee)
Key features:
- Professional invoice templates
- Online payment button (IC+ rates)
- Recurring billing
- Customer management
Limitation: Less accounting and project management features than FreshBooks or QuickBooks.
#4 — QuickBooks Online (Best for Accounting + Invoicing)
QuickBooks Online is the gold standard for small business accounting in Canada. While more expensive than Wave, it includes payroll, inventory, and powerful reporting alongside invoicing.
Pricing (CAD):
- Self-Employed: $11/month
- Simple Start: $20/month
- Essentials: $35/month
- Plus: $55/month
QuickBooks Online Payments (accept cards via invoices) runs 2.9% + $0.25 per online transaction, with lower rates for ACH bank payments.
Invoicing Software Comparison for Canadian Businesses
| Tool | Monthly Cost | Payment Rate | GST/HST | Canadian? | Best For |
|---|---|---|---|---|---|
| Wave | $0 | 2.9% + $0.60 | ✅ | ✅ Toronto | Freelancers, small businesses |
| FreshBooks | $19–$60 | 2.9% + $0.30 | ✅ | ✅ Toronto | Service businesses, agencies |
| Helcim Invoices | $0 | IC+ (~1.75%) | ✅ | ✅ Calgary | Helcim users |
| QuickBooks Online | $20–$55 | 2.9% + $0.25 | ✅ | ❌ US | Full accounting needs |
| Stripe Invoicing | $0 | 2.9% + $0.30 | ✅ (Stripe Tax) | ❌ US | Tech-savvy businesses |
GST/HST on Invoices — Canadian Requirements
If your business is GST/HST registered (required once annual revenue exceeds $30,000), your invoices must include:
- Your GST/HST registration number
- The date of the supply
- A description of the goods/services
- The total amount charged and tax amount separately stated
All of the software listed above handle this automatically when configured correctly.
Getting Paid Faster with Online Invoicing
Canadian businesses that send invoices with online payment buttons get paid on average 2–3x faster than those sending PDF-only invoices. Key strategies:
- Always include a "Pay Now" button
- Set payment terms (Net 15, not Net 30 or Net 60)
- Enable automatic reminders at 7, 14, and 30 days overdue
- Offer multiple payment methods: credit card, bank transfer, Interac e-Transfer
- Send the invoice immediately after completing work, not at the end of the month
Our Recommendation
- Freelancers and sole proprietors: Wave (free, Canadian)
- Service businesses billing by the hour: FreshBooks
- Already using Helcim for payments: Helcim Invoices (lowest fees)
- Need full accounting + invoicing: QuickBooks Online