Hub · Invoicing
Invoicing in the US: a practical guide
What to put on an invoice, which format to send, and how to keep the paper trail clean — with links to the guide or template for each step.
What a US invoice needs
The US has no federal invoice format. What matters is that the client can identify you, match the invoice to the work, and see how to pay. That means seven parts:
- Your legal business name, address and contact details.
- The client’s legal name, billing address and AP contact.
- A unique invoice number, issue date and due date.
- One row per deliverable: description, quantity, rate and amount.
- Subtotal, discount, sales tax (if you collect it) and total due.
- Payment terms and the actual due date — not just “Net 30”.
- How to pay: ACH, check, card link or bank details.
Choose the format that fits
The invoice content is the same; the file format changes how you edit and send it.
- PDF: a fixed, print-ready file. Use the blank invoice or the online generator.
- Word / Google Docs: edit the layout. See the Word template or Google Docs template.
- Excel / Google Sheets: formulas for amount, tax and balance. See the Excel template or Google Sheets template.
- Fillable PDF: type into the form. See the fillable invoice.
Number it once
Every invoice needs a unique number. Use one sequence and keep a log. If a correction is needed, use a credit note rather than editing the original. The invoice numbering guide covers sequences, gaps and separate numbering for quotes and credit notes.
Tax is state and local
There is no federal sales tax. Whether you add a tax line depends on your state, what you sell and where you have nexus. The sales tax nexus guide explains the basics; this site does not decide your tax obligations.
Send it, then follow up
A clear due date and a specific reminder recover more money than a vague “please pay soon.” Use the payment terms guide to choose terms, and the reminder emails when the date passes.
Mistakes that delay payment
- No due date, or a term without a calendar date.
- Vague line items that the client cannot approve.
- No payment method, so the client has to email you.
- Reusing a number or editing an invoice after it was sent.
- Adding tax you are not registered to collect.
Outside the US?
See the UK invoicing and VAT guide for GBP, VAT and A4.
Guides in this hub
How to write an invoice
The seven parts of a US invoice, a worked example and common mistakes.
Invoice numbering
Sequences that hold up when a client or auditor checks.
What to look for in an invoice template
Fields, formats, privacy and the fine print to check.
Invoice examples by industry
What changes for freelancers, contractors, photographers and more.
Invoice vs receipt
What each document proves, and when to use which.
How to make an invoice in Word
Use the DOCX, fill the fields, save as PDF.
How to make an invoice in Google Docs
Import the DOCX, edit, and export a PDF.
Partial payments and installments
Deposit, installment and balance invoices without double-billing.
Sales tax nexus for freelancers
Physical and economic nexus, services and registration, in plain English.
Invoice record keeping
What to keep, how long, and how to survive an audit or dispute.
Templates and tools
Blank invoice (PDF)
Print-ready one-page form.
Invoice for Word
Editable DOCX, US Letter.
Invoice for Excel
Formulas for amount, tax and balance.
Fillable invoice PDF
37 form fields, type into the PDF.
Invoice for Google Docs
Import the DOCX and edit in Docs.
Invoice for Google Sheets
Import the XLSX with formulas.
Open the invoice generator All templates
FAQ
What must a US invoice include?
A unique invoice number, issue date, your business details, the client’s legal name and billing contact, line items with quantity and price, the total due, the payment terms and due date, and how to pay. There is no federal format requirement.
Do I need to charge sales tax?
There is no federal sales tax. Sales tax is state and local, and whether you must collect it depends on what you sell and where you have nexus. This site does not decide your tax obligations.
Should I send a PDF or a Word file?
Send a PDF when the invoice is final; it preserves the layout and cannot be edited by accident. Use Word, Excel or Google Docs to edit the working copy, and keep the PDF for the client.
What if I made a mistake on an invoice?
Do not edit an invoice that has already been sent. Issue a credit note for the correction and, if needed, a new invoice with a new number. The original stays in the file as it was sent.