Expense Receipt Requirements
To ensure we can claim Input Tax Credits (ITC), all expense claims must meet the following Canada Revenue Agency documentation standards.
Minor Expenses – Under $30
Examples: Parking, Coffee runs, Taxi.
- Supplier Name
(e.g., “Starbucks” or “Green P Parking”) - Date of purchase
- Total Amount paid
Tip: Even if the tax isn’t listed separately, we can calculate it as long as the total is clear.
Standard Expenses -$30 to $149.99
Examples: Office supplies, Client meals, Fuel.
- Supplier Name
- Date
- Total Amount
- GST/HST Number
(Look for “BN” or “GST#” on the slip) - Tax Amount
(Must show tax amount separately OR state “Tax Included” with the rate)
Major Expenses – $150 and Over
Examples: Equipment, Software, Consulting, Travel.
- Supplier Name
- Date
- Total Amount
- GST/HST Number
- Tax Amount
- Recipient Name
(Our Company Name must be on the invoice. Do not use your personal name.) - Description of what was bought
- Terms of Payment
What is a valid receipt?
The CRA accepts the following as valid documentation:
- An Invoice
- A Receipt
- A Credit Card Receipt (if it has the required info)
- A Written Contract
- Electronic Records (Emails/PDFs)
Common Mistakes to Avoid
1. The “Debit Machine” Slip
A debit/credit transaction slip that only shows the total is not enough for expenses over $30. You need the itemized receipt that shows the GST number.
2. Personal Names on Invoices
For expenses over $150 (like buying a laptop), the invoice must be made out to the company, not to you personally.
