United States › How to make an invoice
How to make an invoice in the US — step by step
There is no federal rule for what an invoice must look like in the US, but a clear one gets paid faster and makes your bookkeeping and taxes easier. Here is what to put on it, in order, with a sample.
1. Your business details
Business name, address, phone and email. A logo is optional. You do not need your EIN on an ordinary invoice, but add a tax ID if a customer asks for it — some businesses need it for their own records.
2. Invoice number and dates
- Invoice number — one sequence, never reused: INV-0001, INV-0002…
- Invoice date — the day you send it.
- Due date or terms — for example "Net 30" (due 30 days after the invoice date) or "Due on receipt". See what Net 30 means.
3. Bill to
Your customer's name or company, address and email, and the name of the person who approves payment if it is a company. Add their purchase order (PO) number if they gave you one — many companies will not pay without it.
4. Line items
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Lawn mowing and edging (Oct 4, 11, 18, 25) | 4 | $45.00 | $180.00 |
| Hedge trimming | 1 | $60.00 | $60.00 |
| Mulch, 10 bags | 10 | $5.50 | $55.00 |
Write enough detail that the customer recognises each line: dates of service, hours, model numbers.
5. Totals and sales tax
Subtotal ($295.00 above), any discount, then sales tax if it applies, then the total. Sales tax is set by each state, and often the city or county adds its own; many services are not taxed at all. If you must collect it, show the rate and the amount on their own lines — for example, if only the mulch were taxable at 7%: tax $3.85, total $298.85. Your state's department of revenue lists the rates and what is taxable.
6. How to pay you
List the ways you accept payment — bank transfer (ACH), card, check, Zelle — with the details the customer needs. If you charge a late fee, say so on the invoice and keep it within your state's limits.
7. Send it and follow up
Send the invoice as a PDF the day the work is done. When a payment comes in, record it against the invoice and send a receipt. If the due date passes, a short reminder with the invoice number and amount usually gets it paid.
Make one now
Fill one in with the free US invoice generator and download the PDF. To keep every invoice, track who has paid and send invoices and reminders on WhatsApp, use the free InvoiceMate app — in English or Spanish.
Questions
Do I need an EIN to send an invoice?
No. Sole proprietors can invoice under their own name and Social Security number for tax purposes, and an EIN is not required on the invoice itself.
Should I charge sales tax on services?
It depends on your state and the service. Many states do not tax most services; check your state department of revenue.
How should I number invoices?
Use one sequence without gaps, such as INV-0001, INV-0002. The InvoiceMate app numbers them for you.
What is the difference between an invoice and a receipt?
An invoice asks for payment; a receipt confirms you were paid. See invoice vs estimate vs receipt.