Organizing and storing invoice and GST records

The CRA says you must keep records that support GST/HST returns and claims. Those records include sales and purchase invoices and other records related to the business and the GST/HST. If someone files electronically, they should also keep working copies of returns. You do not have to send receipts or supporting documents when GST/HST information is filed electronically, but you must keep them in case the CRA asks to see them.

The CRA also says records must let a person calculate the GST/HST collected, the GST/HST paid or payable on eligible purchases and expenses, and any amount to be refunded, rebated, or deducted from net tax. Records should describe goods and services in enough detail to tell whether GST/HST applies. This course will not do those calculations for you or tell you how to file.

Usually, the CRA says to keep records for six years from the end of the year they relate to (page checked November 2026). The CRA may ask you to keep them longer. The bookkeeping course explains the six-year rule and where to store records in Canada in more detail.

A simple filing habit: keep sales papers apart from purchase papers, and keep them in date order — on paper, in folders on a computer, or both. Use any clear system; this course does not require a brand of software.

If you collect GST/HST, the CRA says you hold that money until you send it to the CRA. Ask a professional how that works in your case.