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Invoice requirements in the US

Checked 21 October 2026. General guidance, not tax advice.

There's no federal law in the United States that says what an invoice must contain, and there's no VAT. What matters is that the invoice is clear enough for your customer to pay and for both of you to keep good records for the IRS.

Sales tax is set by states and cities. Many services aren't taxed, while most physical goods are. If you're required to collect sales tax, show it as a separate line with the rate.

Make an invoice for the US →

What a invoice must show

  • A unique invoice number and the invoice date
  • Your business name, address and contact details
  • Your customer's name and address
  • A description of the work or goods, with quantities, rates and amounts
  • Any sales tax, shown separately, and the total due
  • The due date and how to pay you

If you're not registered for sales tax

  • If you don't have a sales tax permit, don't charge sales tax.
  • Freelancers often add their EIN (or the last digits of an SSN) only when a client asks for a W-9, not on the invoice itself.

Good to know

  • Clients who pay you $2,000 or more in a year may need your W-9 to file a 1099-NEC (the threshold rose from $600 for payments made from 2026).
  • State late-fee rules vary. If you charge interest on late payment, say so on the invoice and in your contract.
  • Use Letter paper size for US clients; our generator picks it automatically.

Official sources

Make your invoice

Our free invoice generator knows the rules above. Choose United States as your country and it shows the right fields, adds the right wording, and checks that nothing is missing before you download the PDF.

Rules in other countries

the UK · Ireland · Canada · Australia · New Zealand · Switzerland · Germany · Austria · France · Spain · the Netherlands · the EU