US INVOICE TEMPLATES · USD · US LETTER
Free US Invoice Template
Sales Tax Ready
Start with a flexible US invoice layout. Add your business details, itemized charges and payment terms, then apply the sales tax rules relevant to your transaction.
No email required · No watermark · PDF, Excel & Word formats
Create Invoice Online
Enter your business, customer and line items. Apply one sales tax rate to the whole invoice, or switch it off. Review your invoice as you type.
Create an Invoice
Fill in the fields — totals calculate as you type
1YOUR BUSINESS
2BILL TO
Date format: MM/DD/YYYY. Press Arrow Down to open the calendar.
Date format: MM/DD/YYYY. Press Arrow Down to open the calendar.
3ITEMS
4SALES TAX
5DISCOUNT
6PAYMENT
Amount already received from the client
7NOTES & TERMS
One sales tax rate applies to all items and is calculated on the subtotal after discount. Enter the rate that applies to your sale; the initial 0% is only a starting value.
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Choose the Right Template for Your Situation
Choose a PDF, Word or Excel design. When sales tax must be shown separately, choose Standard, Minimal or Modern; Business has no separate tax-amount line.
Fill It in Once. Reuse It Every Month.
Use Invoice Zip to keep clients and service items available for your next invoice.
Create Invoice NowWhat a US Invoice Should Include
A US invoice records who supplied the work, who owes payment and how the amount was calculated. Use these 11 fields as a practical checklist, then add any details required by your state, customer or transaction.
- 1
Unique Invoice Number
Use a unique reference such as US-2026-0142. Keep numbering consistent and preserve a record of any voided invoices. - 2
Invoice Date
The date you issue the invoice. This drives the payment clock and, for accrual-basis businesses, the revenue period. - 3
Payment Due Date
Not legally required but commercially essential. "Net 30" means 30 days from the invoice date — state it explicitly rather than relying on a shorthand. - 4
Company Name and Address
Use your business or legal name and contact address. Add the business location or other details required for the transaction. - 5
Customer Name and Address
The legal entity you are billing. For sales tax purposes the ship-to address can matter more than the bill-to — add it when goods are delivered elsewhere. - 6
Description of Goods or Services
Specific and auditable. "Consulting" is too vague; "Website redesign, 40 hours @ $60/hr" is defensible. - 7
Quantity and Unit Price
Pre-tax. Services can use hours, days or milestones. Show the rate separately from the total. - 8
Subtotal
Sum of line items before tax. Must reconcile to quantity × unit price. - 9
Sales Tax Amount and Rate
Show sales tax when you are required to collect it on the transaction. Identify the applicable jurisdiction and rate; there is no single national sales tax rate.
US Sales Tax Rates
There is no national sales tax. Start with the state rules, check local taxes and confirm how your sale is treated.
Check the Rate for Your Sale
A state base rate is only the starting point. Local county, city or district taxes can change the rate you need to charge.
- 01
Find the Applicable State Rules
Check where the transaction is sourced and whether you have an obligation to collect sales tax. - 02
Look Up Local Taxes
Use the relevant state’s official guidance or address lookup to check the local component. - 03
Confirm What Is Taxable
Review the goods or services and any documented exemption before entering a rate.
State Sales Tax Rate Reference
· Seven examples, including states with no statewide general sales tax
| State | General base rate | Local component | Notes |
|---|---|---|---|
| California | 7.25% | Check locality | California’s 7.25% statewide base includes state and local components. District taxes may apply. |
| Texas | 6.25% | Up to 2% | Texas local tax can add up to 2%, for a maximum combined rate of 8.25%. |
| New York | 4.00% | Check locality | Add the applicable local rate; use the state address lookup. |
| Florida | 6.00% | Check locality | County discretionary surtax may apply. |
| Illinois | 6.25% | Check locality | General merchandise rate; local taxes and product-specific rules may apply. |
| Washington | 6.50% | Check locality | Add the applicable local rate. Certain goods or services have special rules. |
| No state sales tax | 0% statewide | Check locality | Alaska, Delaware, Montana, New Hampshire and Oregon have no statewide general sales tax. Alaska municipalities can levy local sales tax. |
Check the official guidance:
Common Mistakes to Avoid
Compare common invoice mistakes with the right approach, then check the state-specific rules that apply to your business.
A Quick Review Can Prevent a Follow-Up
Check the customer, charges, dates and tax treatment before sharing the final invoice.
WRONG
Charging a flat national sales tax rate- Invoice dated after the payment due date
- Reusing or skipping invoice numbers
- Description reads “Services”
- No tax note when tax is not charged
- Buyer listed as a contact name
RIGHT
Apply the rate determined by the transaction’s applicable sourcing rules.- Invoice date plus a stated term (Net 30)
- Use unique references and retain a record of voids or corrections.
- Itemised scope with hours and rate
- Explain the actual reason tax was not charged; do not label every out-of-state sale exempt.
- Full legal entity name and billing address
Three State-Level Checks
Keep these rules separate from your everyday invoice checklist.
- 01
Economic Nexus Is Not Optional
Monitor sales into each state and check its current economic nexus rules, lookback period, registration deadline and collection start date. Revenue and transaction thresholds differ; physical presence may create obligations before any sales threshold is reached. - 02
Services Are Taxed Differently in Every State
The tax treatment of services depends on the state and the specific service. Check current rules for the transaction and its sourcing location rather than treating all consulting, IT, legal or other services as universally taxable or exempt.- Check the actual service category, location and effective date. Keep the source used to determine the tax treatment.
- 03
Resale Certificates Must Be on File
If a buyer claims a resale exemption, obtain and retain the documentation required by the relevant state. Certificate validity, timing and good-faith acceptance rules vary. A buyer’s statement alone may not establish an exemption.
Frequently Asked Questions
Do I Need to Charge Sales Tax on My Invoice?
You may need to collect sales tax when your business has a collection obligation and the goods or services are taxable. Physical presence, economic nexus, registration and marketplace rules can affect that obligation. Check the relevant state’s rules and the correct sourcing location.
Is There a Required Invoice Format in the US?
There is no single general federal invoice template for ordinary commercial sales. Keep clear business records and check applicable state, industry and transaction-specific documentation requirements.
What Is the Difference Between an EIN and a Sales Tax Permit?
An EIN is a federal business tax identification number issued by the IRS. A state sales tax permit or registration authorizes collection under the state’s rules. A federal EIN does not replace a required state registration.
Should I Put My EIN on Invoices?
Include an EIN when appropriate for the business transaction or requested by the customer. A W-9 can be exchanged separately through a secure process. Do not place your Social Security number on a routine customer invoice.
How Do I Invoice a Client in Another State?
Identify where the sale is sourced and whether you must collect tax there. Interstate invoicing does not automatically make a sale exempt. Include the delivery location where relevant and document the tax treatment used.
What Is a Resale Certificate and When Do I Need One?
A resale certificate supports an eligible purchase for resale. Requirements and acceptance deadlines differ by state. Keep valid documentation with the transaction rather than relying only on a customer’s verbal claim.
Do I Need to Send a 1099-NEC?
For payments made in 2026, the general Form 1099-NEC threshold for nonemployee compensation is $2,000. Exceptions and payment-method rules apply. Check the IRS instructions for the payment year and obtain a W-9 when needed.
How Long Should I Keep Invoices?
Keep records for the applicable federal and state retention periods. The IRS generally uses a three-year period in ordinary cases, with longer periods for some situations. Sales tax and other recordkeeping obligations can differ; there is no universal four-year safe default.
Can I Create an Invoice in Word or Excel?
Yes. Word and Excel can be used to prepare invoices. Check the business details, item descriptions, amounts, tax treatment and payment terms, and retain a checked final copy with your records.
What Should I Do If I Made a Mistake on an Invoice?
Keep an audit trail. Depending on the error and your process, issue a clearly linked corrected invoice or credit memo and retain the original. Follow the relevant state rules when correcting sales tax.
Invoice Templates for Other Countries
Explore layouts with the currencies and local fields used in these other countries.