How to invoice in United States: what a compliant invoice must show
The fields a United States invoice needs, how to number and date it, when to show Sales tax, the e-invoicing rules, and how to fix a mistake with a credit note.
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Updated for 2026
Last reviewed September 2026
What every invoice must show
Whatever your trade, these fields are the minimum:
The word Invoice (or Tax Invoice where you charge Sales tax) and a unique sequential number.
Issue date and, for services, the date or period of supply.
Your business name, address and EIN; your registration number if you have one.
The client's name and address, and their EIN when they are a registered business.
One line per item or service: description, quantity, unit price and line total in USD.
Subtotal, Sales tax rate and amount (or a statement that none was charged), and the total due.
Payment terms, due date and bank details.
In United States specifically:
No federal invoice content rules. Show the sales tax amount and rate separately where you collect it, and your business name as registered.
Numbering and dates
Numbers must run in sequence with no gaps or repeats; Internal Revenue Service (IRS) and state departments of revenue checks for both. Use a prefix per year or series if it helps (2026-001), but never reissue a number. The issue date fixes the tax period the sale falls into, so date the invoice when you send it, not when the work started.
Showing Sales tax
Only registered businesses charge Sales tax. If you are registered, show the rate and the amount as separate lines; if you are not, do not show a Sales tax line and say so on the document. Charging Sales tax without registration is an offence in most countries, and clients' accountants will spot it.
Electronic invoicing in United States
No mandatory e-invoicing. PDFs and emailed invoices are standard.
Many countries now require invoices to be issued through, or reported to, an official electronic system. Where United States does, the PDF you make here is a working document for quotes, proformas and internal records, and the fiscal invoice comes from the official system. Where it does not, an emailed PDF is a valid invoice.
Getting paid
State the due date, not just the terms. Put the bank details on the invoice and ask for the invoice number as the payment reference. Send the PDF on the day the work finishes; late invoices are paid late. A proforma up front is the cleanest way to ask for a deposit.
Fixing a mistake
Never edit or delete an invoice you have sent. Issue a credit note that references the original number, states the reason and reverses the same Sales tax, then issue a new invoice if needed. The United States credit note generator does this.
Questions people ask
Do I need to be registered to send an invoice?
You need a EIN; registration for Sales tax is only needed if you charge it. Many small businesses invoice without charging Sales tax.
Can I invoice in a foreign currency?
Usually yes for export clients, but Internal Revenue Service (IRS) and state departments of revenue generally wants the Sales tax amount, and sometimes the total, shown in US Dollar at the official rate on the invoice date. Show both.
Is a PDF invoice legally valid in United States?
Where United States has no mandatory e-invoicing, yes: an emailed PDF with the required fields is a valid invoice. Where electronic issuance is required, the official system's document is the fiscal invoice and the PDF supports it.
What is the difference between an invoice and a receipt?
An invoice asks for payment and creates the debt; a receipt confirms payment received. Issue the invoice first, then a receipt or a marked-paid copy when the money arrives.
Written from published tax-authority guidance and reviewed on 2026-09-03. Everything here is indicative rather than a ruling on your circumstances, and rules change. Confirm anything you rely on with Internal Revenue Service (IRS) and state departments of revenue before acting on it, and tell us if you find something out of date so we can correct it.
This guide explains the rules in general terms and is not tax advice for your circumstances. Confirm your position with a qualified adviser or with Internal Revenue Service (IRS) and state departments of revenue.
🇺🇸 United States
Tools for United States
Invoices, quotations, purchase orders, credit notes and waybills in USD, with Sales tax and the EIN on the document. Plus a Sales tax calculator and a salary tax calculator. Everything runs in your browser and nothing is uploaded.