Rules last checked 29 Oct 2026
Invoice generator for the United States
The United States has no federal VAT or GST, so there is no national list of required invoice fields; sales tax, where it applies, is set by each state and often by local governments too. A clear US invoice usually shows who is billing whom, an invoice number and date, what was sold, any sales tax charged, the total due and the payment terms. InvoiceKit lets you add your own sales tax rate and download a PDF, free and without signup.
- No signup, no watermark
- Stays in your browser: nothing uploaded
- GST, VAT and sales-tax aware
How it works
Country is preset
Tax name, rates, tax-ID label and document title follow local rules.
Fill in both parties
Registration numbers are format-checked as you type where possible.
Download the PDF
Check the result against the list below before you send it.
What an invoice in United States must show
- The word Invoice. A clear title so the document is not mistaken for a quote or estimate.
- Invoice number. A unique number, ideally sequential, for your records and the customer's.
- Invoice date and due date. When it was issued and when payment is due, such as Net 30.
- Your business details. Legal or trade name, address and contact details.
- Customer details. The customer's name and billing address.
- Line items. Description, quantity, unit price and line amount for each product or service.
- Sales tax, if charged. The rate and amount shown separately, where your state requires you to collect it.
- Total due and payment instructions. The amount owed and how to pay, such as bank transfer, ACH or card.
Sales tax rates
| Rate | Applies to |
|---|---|
| 0% | States without a statewide sales tax (Alaska, Delaware, Montana, New Hampshire and Oregon, though some Alaska localities charge one), and many services in states that tax mainly goods. |
| Varies by state | Combined state and local rates differ by state, county and city. Enter the rate that applies to your sale. |
EIN / Tax ID format
Format: An Employer Identification Number has 9 digits, written as XX-XXXXXXX.
Example: 12-3456789 (illustrative only)
An EIN is not required on an invoice, and many sole proprietors leave it off. Business customers may ask you for a Form W-9 separately for their own reporting. If you collect sales tax, your state may issue a seller's permit number, which some businesses print on invoices.
How US sales tax works on invoices
Sales tax is a state and local tax collected by the seller at the point of sale. Whether you must collect it depends on where you have nexus, including economic nexus from sales volume into a state, and on whether the state taxes what you sell.
Many states tax physical goods but exempt most services, while others tax a wide range of services. Because rates and rules vary so much, InvoiceKit does not preset a US rate: add the rate your state and locality require, or leave it at 0% if no tax applies.
Resale and exemption certificates
If a buyer gives you a valid resale or exemption certificate, you generally do not charge sales tax on that sale, but you should keep the certificate on file. Check your state revenue department's rules on which certificates it accepts.
Sources
We check these official pages at least once a year. Rules last checked: 29 Oct 2026. If you spot something out of date, email us and we will fix it.
Frequently asked questions
Do I have to charge sales tax on my invoice?
Only if you are required to collect sales tax in the buyer's state and the item or service is taxable there. Check with the revenue department of each state where you may have nexus.
Do I need to put my EIN on an invoice?
No federal rule requires an EIN on an invoice. Freelancers commonly share it, or their SSN, through Form W-9 only when a client asks.
Are invoices made with InvoiceKit valid in the US?
There is no official invoice format in the US, so a clear invoice with the details above is generally accepted. InvoiceKit runs in your browser and does not store your invoices on a server.
What payment terms should I use?
Common terms are Due on receipt, Net 15 and Net 30. State the due date and any late fee clearly, and make sure any late fee complies with your state's rules.
Is this tax advice?
No. This is general information; for sales tax obligations, check your state revenue department or a qualified tax professional.
Information only, not tax or legal advice. Tax rules change and depend on your situation. Check the official source or a qualified accountant before relying on them. You are responsible for what your documents say.