A Canadian Fee Agreement is a legally binding contract that establishes the financial terms between a service provider and a client for professional services. Unlike a general service agreement that focuses on the scope and delivery of work, a fee agreement centres specifically on how fees are calculated, when they are payable, what expenses are reimbursable, and how disputes about billing will be resolved.

Fee agreements are used across all professional service industries in Canada, including consulting, accounting, engineering, architecture, information technology, marketing, and legal services. The agreement must comply with the applicable provincial consumer protection legislation when the client is a consumer. In Ontario, the Consumer Protection Act, 2002 (S.O. 2002, c. 30, Sched. A) requires that all charges be clearly disclosed before the consumer agrees to the services. In British Columbia, the Business Practices and Consumer Protection Act (S.B.C. 2004, c. 2) prohibits deceptive or unconscionable practices in consumer transactions. In Quebec, the Consumer Protection Act (R.S.Q., c. P-40.1) provides broad protections, including the requirement that contracts with Quebec consumers be available in French.

All fees for professional services in Canada are subject to the Goods and Services Tax (GST) at 5% or the Harmonized Sales Tax (HST) at rates ranging from 13% (Ontario) to 15% (Atlantic provinces), unless the services fall within a specific exemption under the Excise Tax Act (R.S.C. 1985, c. E-15). The service provider must be registered for GST/HST if its annual taxable revenues exceed $30,000 and must include its registration number on all invoices.

The agreement should also address intellectual property ownership. Under the Copyright Act (R.S.C. 1985, c. C-42), the author of a work is the first owner of copyright, even when the work is commissioned by a client. For independent contractors, copyright must be explicitly assigned in writing to transfer ownership to the client. Without a written assignment clause, the service provider retains all intellectual property rights in the deliverables, regardless of who paid for the work.

A Fee Agreement is needed whenever a professional or firm is engaged to provide services and the parties want to establish clear, enforceable payment terms before work begins. The most common scenario is an hourly rate engagement, where the service provider bills for time spent at an agreed rate. Hourly engagements require clear documentation of the rate, billing increments, and how time will be tracked and reported.

Fixed fee (flat rate) arrangements are appropriate when the scope of work is well-defined and both parties want cost certainty. The agreement should specify what is included in the fixed fee and what constitutes out-of-scope work that would trigger additional charges.

Retainer arrangements, where the client pays a monthly fee for ongoing access to the service provider's time and expertise, require careful documentation of the hours included in the retainer, the overage rate for additional hours, and whether unused hours carry over to subsequent months.

Milestone-based fee structures are common in consulting, technology, and construction-related professional services. The agreement must clearly define each milestone, the criteria for determining when a milestone is complete, and the amount payable upon achievement of each milestone.

Contingency or success fee arrangements, where the service provider is paid a percentage of a recovered amount or savings achieved, require specific documentation under Canadian law. For legal services, the Solicitors Act (Ontario) and equivalent provincial legislation impose additional requirements, including written agreements, client signatures, and the right to have the agreement reviewed by a court.

A Fee Agreement is also essential when the engagement involves expense reimbursement. Without clear terms, disputes over what constitutes a reimbursable expense, whether pre-approval is required, and the maximum amount the client will reimburse are common and can damage the professional relationship.

Fee Structure: Clearly define the fee model (hourly, fixed, retainer, milestone, or contingency) and the specific amounts. For hourly rates, specify the rate per hour and billing increments. For fixed fees, state the total amount and any payment schedule. For retainers, define the monthly amount, included hours, and overage rates.

Payment Terms: State the invoicing frequency (monthly, bi-weekly, upon completion), the payment due date (typically Net 30 in Canada), accepted payment methods, and the interest rate on late payments. Under section 347 of the Criminal Code of Canada, the effective annual interest rate cannot exceed 35%.

GST/HST Compliance: All fees are subject to GST (5%) or HST (13-15%) unless specifically exempt. The service provider must include its GST/HST registration number on invoices. The tax rate depends on the province where the service is supplied (place of supply rules under the Excise Tax Act).

Expense Reimbursement: If the client will reimburse expenses, list the categories of reimbursable expenses, set a maximum amount, and specify whether pre-approval is required. Automobile expenses should be reimbursed at the CRA prescribed per-kilometre rate.

Intellectual Property: Under the Copyright Act, the author is the first owner of copyright unless assigned in writing. If the client wants to own the deliverables, the agreement must include an explicit assignment clause. If the service provider retains ownership, define the licence granted to the client.

Confidentiality: Both parties should agree to keep non-public information confidential for a defined period after the agreement ends. Specify what constitutes confidential information and the exceptions (information already public, required by law, etc.).

Termination: Define how either party can terminate the agreement, the notice period required, and what the client owes upon early termination. Specify whether the service provider must deliver partially completed work.

Consumer Protection: When the client is a consumer, the agreement must comply with provincial consumer protection legislation, including clear disclosure of all charges, cooling-off periods where applicable, and the prohibition against unconscionable or deceptive practices.