The Project Invoice is a crucial document used in Canadian business operations for billing project-based work and services. It is designed to comply with Canadian federal and provincial tax regulations, including GST/HST requirements and provincial sales tax where applicable. This document type is particularly important for businesses engaged in project-based work, as it provides a detailed breakdown of completed work, associated costs, and payment terms. The Project Invoice must include specific elements required by Canadian tax authorities, such as GST/HST registration numbers, and can be customized to include project milestones, time tracking, and expense details. It serves as an official record for both accounting and tax purposes, while also functioning as a legal document for payment collection.
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1. Invoice Header: Company letterhead, invoice number, date, and reference numbers
2. Client Information: Full legal name and address of the client, contact person, and any client reference numbers
3. Project Details: Project name, reference number, and brief description of the project scope
4. Billing Summary: Total amount due, including subtotal, applicable taxes (GST/HST/PST), and final total
5. Payment Terms: Due date, accepted payment methods, and any early payment discounts or late payment penalties
6. Banking Details: Company's banking information for electronic transfers
7. Tax Registration: GST/HST registration number and any applicable provincial tax numbers
1. Milestone Completion Details: Used when billing is tied to specific project milestones - includes description of completed milestones and percentage of project completion
2. Time Breakdown: Detailed breakdown of hours worked by different team members or on different tasks - used for time-and-materials projects
3. Third-party Expenses: Itemized list of reimbursable expenses - used when billing for external costs or subcontractor fees
4. Change Orders: Details of approved changes to original scope - used when project has had approved modifications
5. Discount Application: Details of any applied discounts - used when special pricing or volume discounts are applicable
1. Schedule A - Detailed Time Logs: Detailed breakdown of time spent on various project components, including dates, personnel, and activities
2. Schedule B - Expense Receipts: Copies or details of receipts for reimbursable expenses
3. Schedule C - Milestone Achievement Evidence: Documentation proving completion of billed milestones
4. Appendix 1 - Project Status Report: Current status of the project, including completed and pending deliverables
5. Appendix 2 - Change Order Documentation: Copies of approved change orders being billed in this invoice
Relevant legal definitions
Clauses
Relevant Industries
Information Technology
Construction
Consulting
Professional Services
Engineering
Architecture
Digital Marketing
Research and Development
Manufacturing
Environmental Services
Business Advisory
Project Management
Creative Services
Legal Services
Education and Training
Relevant Teams
Finance
Accounting
Project Management
Operations
Administration
Treasury
Client Services
Legal
Tax
Relevant Roles
Project Manager
Finance Manager
Accounts Receivable Specialist
Chief Financial Officer
Billing Coordinator
Account Manager
Project Accountant
Financial Controller
Business Manager
Operations Manager
Project Administrator
Billing Specialist
Finance Director
Accounts Manager
Treasury Manager
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