Guide · Invoicing
How to write an invoice in the US (with an example)
There is no federal form to fill in. What matters is that the client can identify you, match the invoice to a purchase, and see exactly how to pay.
The seven parts of an invoice
- A header. The word “Invoice”, a number, and the date it was issued.
- Who it is from. Your business name, address, email and phone. Add an EIN only if the client asks.
- Who it is for. The client's legal name, billing address and the contact who approves payment.
- Line items. One row per thing you sold: description, quantity, unit price, amount.
- Totals. Subtotal, any discount, sales tax if you collect it, and the total due.
- Payment terms. “Net 30” or “due on receipt”, plus the actual due date.
- How to pay. ACH details, a check address, or a payment link. Do not make the client ask.
A worked example
Freelance designer invoices a coffee shop for a brand package:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Logo and brand guide | 1 | $1,800.00 | $1,800.00 |
| Menu layout (per page) | 3 | $150.00 | $450.00 |
| Subtotal | $2,250.00 | ||
| Total due | $2,250.00 |
Invoice number BC-0007, issued November 2, terms Net 30, due December 2, payment by ACH. That is a complete invoice.
What you can leave out
- An EIN. An invoice does not need one. Some clients ask for a W-9 separately.
- Sales tax. Only add it if you are required to collect it. There is no federal sales tax; the rules are state and local.
- A signature. Not required for a normal commercial invoice.
- “Invoice” in the filename only. Put it on the document itself, or clients will file it as a quote.
Four mistakes that delay payment
No due date. “Net 30” without a date invites the client to start counting whenever they open it.
Reusing numbers. Every invoice needs a unique number. If you need to change an issued invoice, issue a credit note and a new invoice.
Vague line items. “Design work — $2,250” gives the client nothing to approve. Break it into deliverables.
No payment method. If the client has to email you to ask where to send the money, you have added a week.