Invoice generator (United States)
US invoicing differs from most of the world in one important way: there is no national VAT. Sales tax is set at state and often local level, and whether you charge it depends on where you and your customer are.
This generator creates professional invoices in dollars with the flexibility that requires.
What a US invoice should include
- The word Invoice and a unique invoice number.
- Issue date and a clear due date.
- Your business name, address and contact details.
- Your EIN, where you use one.
- The customer's billing name and address.
- Itemised lines with description, quantity and unit price.
- Sales tax as a separate line, where it applies.
- Subtotal, tax, total due.
- Payment methods and terms.
Sales tax is a state question
There is no federal sales tax. Rates are set by states and frequently by counties and cities on top, so a single state can have many effective rates.
Whether you must collect depends on whether you have nexus in the customer's state — historically a physical presence, and since 2018 also economic nexus based on sales volume or transaction count into that state. Thresholds differ by state.
Most services are not taxable in most states, but there are significant exceptions. This is genuinely a question for a tax professional rather than a software default.
1099 contractors and W-9s
If you are an independent contractor, expect clients to request a W-9 before paying you, and to receive a 1099 form from clients who paid you above the reporting threshold in a year.
Have your W-9 ready when you send your first invoice. Waiting for the client to ask, then completing it, then waiting for their next payment run is a common cause of a first invoice taking six weeks.
Getting paid
Net 30 remains the default for business customers. ACH transfer is the most common settlement method for B2B and costs less than cards; checks remain common in some sectors and add mailing time to your terms.
Put your preferred payment method and the details on the invoice itself, and state the invoice number as the reference so payments can be matched.
Frequently asked questions
Do I need to charge sales tax on my invoice?
It depends on whether you have nexus in the customer's state and whether what you sell is taxable there. There is no federal sales tax, rates are set by state and locality, and thresholds vary — confirm with a tax professional.
What is nexus?
The connection that obliges you to collect sales tax in a state. Historically physical presence; since 2018 also economic nexus based on sales volume or transaction count into that state.
Should my EIN appear on the invoice?
It is common practice for businesses that have one, and business customers often expect it. Sole proprietors without an EIN can invoice without it.
What is a W-9 and when do I need it?
A form clients request from contractors before paying, so they can issue a 1099 at year end. Having it ready with your first invoice avoids a delay of several weeks.
Are services subject to sales tax in the US?
In most states most services are not, but there are significant exceptions and the rules differ state by state. It is a question worth asking a tax professional rather than assuming.