What a US invoice should include
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Your business name, address and contact details
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Your client’s name and address
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A unique invoice number
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The invoice date, the service or supply date and the due date
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Each item or service, with quantity and price
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Sales tax, shown separately, and the total due
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Your sales tax permit no. where your state requires it on taxable invoices (an EIN is optional)
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Payment terms, how to pay and, if you charge it, a late payment line
Sample invoice layout
This is a real invoice made in tracks-it PDF for a plumbing job. It shows labor at 0% tax and materials taxed at 8.25%, a delivery block, bank details, terms and a late payment line.
Sample invoice with made-up names, made in tracks-it PDF.
Sales tax
Sales tax depends on the state. Set your own rate; it is not calculated automatically. Rates and rules vary by state, and sometimes by what you sell, so tracks-it PDF does not work out the tax for you.
You type your rate once, and you can switch tax on or off for each line, for example labor without tax and materials with tax, as in the sample.
Make one in tracks-it PDF
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Create a free account and enter your business details once.
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Say the job, or type it. Add the client, the items and the date.
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Review the invoice, then send it by email with a pay link, or download the PDF.
Starter is free: 5 documents every month, no card needed. A document is an invoice or estimate you send to someone else. Drafts, test sends to yourself and turning an estimate into an invoice do not count.
Questions and answers
Do I need a sales tax number on my invoice?
Some states ask for the seller’s permit or sales tax number on taxable invoices. Check with your state’s tax agency. tracks-it PDF has a field for it and prints it in the header.
Do I need an EIN on an invoice?
There is a field for an EIN, but it is optional.
Which date format does the invoice use?
US invoices use MM/DD/YYYY and US dollars by default. You can choose another currency.
Can I add a late fee?
You can print a late payment line, as in the sample. Whether you may charge one depends on your state and your agreement with the client, so check before you do.
Can the client pay online?
Clients pay from a link in the email by card, Apple Pay or Google Pay, with no account or app to install. Bank payment is available where it is supported (US bank transfer, Canadian pre-authorized debit).
Related pages
Invoice template for Canadian small businessesInvoice template for UAE small businessesHow to write an invoice that gets paidInvoice app for small businessThis page is information, not legal or tax advice. Rules differ by country, state and province, so check yours with your tax agency or accountant.