The fastest way to get paid is to invoice the moment the job is done, on the spot, from your phone or tablet. The longer the gap between finishing work and sending the bill, the longer the gap before the money lands. A clear invoice that meets CRA rules, sensible payment terms, a deposit on larger jobs, and an easy way to pay all shorten that gap. Most Canadian tradespeople run this through bookkeeping or job-management software rather than a paper book.
What a compliant invoice must show
The CRA requires you to issue an invoice for any sale over $30. For sales of $150 or more, the invoice must show your business name and address along with the quantity, the price, and the GST/HST details. If you are registered for GST/HST, your registration number must appear on every invoice. Getting this right matters for your client too: they cannot claim an input tax credit without your registration number. See Bookkeeping and Accounting Software for setting the tax up so it appears automatically.
Invoice on-site, get paid sooner
Most tradespeople now issue invoices directly from a smartphone or tablet using bookkeeping software (QuickBooks, Wave, Xero) or a job-management app (Jobber, Housecall Pro). Invoicing on-site the day the work finishes speeds up payment and cuts disputes, because the detail is fresh and the client is standing in front of the finished work. Pricing on these apps changes regularly, so check the current price with the vendor before subscribing.
Deposits and progress payments
On anything beyond a small call-out, ask for money up front:
- A deposit before you start covers your materials and signals that the client is committed. A common approach is a deposit on booking, a progress payment at a defined milestone on a longer job, and the balance on completion.
- Progress billing on a multi-week job keeps your cash flow moving instead of carrying the whole cost yourself until the end.
Put the deposit and the payment schedule in writing in your quote so there is no argument later.
Payment terms that actually get paid
Your terms set the expectation. A few that help:
- State the due date plainly. "Due on receipt" or "Net 7" beats a vague "payable soon." Shorter terms get paid sooner.
- Offer the easy ways to pay. For residential clients, Interac e-Transfer is usually the simplest. Adding card acceptance can speed things up further. See Taking Card and Interac Payments.
- Automate the reminder. Most invoicing software can send a polite automatic reminder when an invoice is approaching or past its due date, which saves you the awkward chase.
- Number your invoices. Sequential numbering keeps your records clean and makes follow-up clear. It also feeds straight into the records the CRA expects; see Record-Keeping for the CRA.
Job-management apps
Job-management platforms combine quoting, scheduling, dispatching, invoicing and payment in one mobile app, then connect to your accounting software. They are not accounting tools themselves; most sync to QuickBooks or Xero. Jobber and Housecall Pro are the common choices for small and mid-sized trades businesses, with tiered plans from a solo operator up to a larger team. ServiceTitan sits at the enterprise end and generally only makes sense for larger firms with many technicians, given the cost and the implementation effort. All of these change their pricing regularly, so confirm the current price with the vendor.
Common mistakes
- Invoicing late. Every day between finishing and billing is a day added to getting paid.
- Leaving off your GST/HST number. If you are registered, it must be on the invoice, or your client cannot claim their input tax credit.
- No deposit on big jobs. Fronting all the materials yourself is a cash-flow trap and leaves you exposed if the client walks.
- Vague terms. "Pay when you can" gets paid last. Set a clear due date.
Know someone who needs this?
Keep reading
Was this guide useful?
Didn't find what you were looking for?
Spotted something wrong or out of date? Email us at hello@kilnguides.co.uk.
In crisis? 988 Suicide Crisis Helpline (call or text 988) ·