How to use this us invoice
- Add your business name, address, and an EIN if you have one (optional for sole proprietors).
- Add your client’s name and billing address.
- List your services or products with quantity and price.
- If you charge sales tax, turn on Tax in Totals and enter your state and local rate.
- Add how to pay (ACH, check, card or a payment app), then download the PDF.
What a US invoice should include
There is no federal law that sets the format of an invoice in the US, but a clear invoice gets paid faster and keeps your records tidy. Include:
- the word “Invoice”, a unique invoice number and the invoice date
- your business name, address and contact details
- your client’s name and billing address
- a description of each product or service, with quantity, rate and amount
- sales tax, shown separately, if you charge it
- the total due, the due date and how to pay
Sales tax, EINs and 1099s
Sales tax is set by each state, and often by cities and counties too. Five states have no statewide sales tax. Many states tax physical goods but not most services, so a freelancer selling services often charges none. If you are registered to collect sales tax, turn on Tax in Totals and enter the combined rate for the sale. Check your state’s department of revenue if you are unsure.
EIN or SSN: you don’t need to put a tax ID on an invoice. Business clients usually ask for it separately on a W-9 form, so they can send you a 1099 at year end. Many freelancers get a free EIN from the IRS so they don’t have to share their Social Security number.
Frequently asked questions
Do I have to charge sales tax on my invoice?
Only if your state (and sometimes city or county) taxes what you sell and you are required to collect it. Many services are not taxed. Check with your state’s department of revenue.
Should I put my Social Security number on an invoice?
No. Give it only on a W-9 form when a client asks. Better still, get a free EIN from the IRS and use that instead.
What payment terms are normal in the US?
Net 30 is the most common for business clients. Freelancers often use Net 14 or due on receipt. Whatever you choose, show the due date clearly.
Can I accept card payments?
Yes. Add a payment link from your card processor or payment app in the notes, so the client can pay online.