What to give your accountant each HST quarter: a simple checklist
Quarter-end rolls around and your accountant asks for "the HST numbers". If your records are a shoebox and a half-finished spreadsheet, that is the moment the dread kicks in. The good news: they usually need just a handful of things, and you can have them ready in minutes if you track as you go.
For quarterly filers, the CRA says the return and payment are due one month after the quarter ends. For example, a quarter ending March 31 is due April 30. Your online CRA account shows your own reporting periods and due dates.
The one number everything points to
Your accountant is working out your net tax: the HST you collected, minus the input tax credits (ITCs) you can claim for HST you paid on business expenses.
The CRA's own example: $1,000 collected and $800 in ITCs gives a net tax of $200 to remit.
On the GST/HST return, that shows up as three lines the CRA describes this way: total sales and other revenue (line 101), GST/HST collected or collectible (line 103), and GST/HST paid or payable, which are your ITCs (line 106). There are also lines for adjustments to add (line 104) or deduct (line 107).
The checklist
Tick these off before you send anything over. You can print this page and use it as a worksheet.
Make the spreadsheet easy to read
If your accountant has to decode your file, you pay for the decoding. A simple layout works well. This is a suggestion, not a CRA requirement:
| Date | Vendor | Category | Total | HST | Business? |
|---|---|---|---|---|---|
| Jun 4 | Gas station | Vehicle | $62.10 | $7.14 | Yes |
| Jun 9 | Restaurant | Meals | $48.30 | $5.56 | Yes |
Keep HST collected (invoices and commissions) in a separate list from HST paid (expenses). That is how the return is set up, and it keeps the two from getting mixed up. The examples above are made-up numbers to show the layout.
Questions to be ready for
Every accountant works a little differently, but these are worth having an answer to:
- Do I file monthly, quarterly or annually, and when is the next due date?
- Am I on the regular method or the quick method?
- Did any of my sales qualify as zero-rated or exempt?
- Are there invoices I haven't been paid for yet?
- Did I make any large purchases this quarter?
Receipts: what to keep and for how long
To claim an ITC you need the paperwork behind it. In general, a receipt should show who you paid, when, how much, and how much of that was GST/HST. The details the CRA requires can grow with the size of the purchase, so ask your accountant or check the CRA's current rules.
The CRA says to keep your records for six years from the end of the last tax year they relate to, unless it gives you permission to destroy them sooner.
Can a photo replace the paper? The CRA allows imaged paper records to replace the originals only if the images meet its conditions (they must be accurate, legible and kept to the national imaging standard). If you cannot meet them, keep the original. Before you toss paper originals, check the CRA's rules and any provincial rules, and ask your accountant. This checklist covers federal GST/HST. Provinces with their own sales taxes, such as Quebec's QST, have separate rules.
Not sure when your HST is due? See our guide to quarterly vs annual filing.
Skip the shoebox this quarter
JiffyTax reads the HST off your receipts, tracks HST collected and paid by quarter, and Pro users can export a clean CSV for their accountant.
⚡ Start Free — 10 Scans/MonthThis page is general information, not tax, legal or accounting advice. Rules and line numbers can change, so confirm details with the CRA or a qualified accountant.