Free US Invoice Template

There is no federal law that prescribes what a US invoice must contain, and there is no federal VAT. That makes US invoicing simpler than in Europe, but clients' accounts-payable teams still expect a few standard details before they pay.

What to include

Your business name, address, email and phone
The client's company name and billing address, and a PO number if they gave you one
A unique invoice number, the invoice date and the due date
A clear description of each service or product, with quantity, rate and amount
Sales tax, if you are required to collect it (see below)
Payment terms (for example Net 30) and how to pay: ACH details, check address or a payment link

An EIN is optional on an invoice. Never put your Social Security number on an invoice; give it to clients only on Form W-9.

Sales tax basics

Sales tax is set by states and localities, not the federal government. 45 states and Washington, D.C. have a statewide sales tax; Alaska, Delaware, Montana, New Hampshire and Oregon do not (Alaska allows local sales taxes). Many states don't tax most services, but rules vary, and you may also have to collect tax in states where your sales pass an economic-nexus threshold. Check with each state's department of revenue.

W-9 and Form 1099-NEC

Business clients will usually ask for a Form W-9 before your first payment. They must report payments to you on Form 1099-NEC if they pay you $2,000 or more for services during 2026; for payments made before 2026 the threshold was $600, and from 2027 it will be adjusted for inflation. You must report all your income either way.

Using the template

Set the currency to USD.
Set the tax rate to your state and local sales tax rate, or choose "VAT exempt / not applicable" if you don't collect sales tax. (The PDF labels the tax line "VAT"; mention "sales tax" in the notes if your clients prefer.)
Add payment instructions and terms such as "Net 30 – due 18 Nov 2026", then download the PDF.

Official sources

Checked against these sources in October 2026. Rules and rates change, so confirm with the tax authority or an adviser before relying on them. General information, not legal or tax advice.

FAQ

Do I need to charge sales tax on my invoices?

It depends on your state and on what you sell. Many states don't tax most services, while goods are usually taxable. Check your state's department of revenue.

What does Net 30 mean on a US invoice?

Payment is due 30 days after the invoice date. Write the actual due date as well to avoid confusion.

When will a client send me a 1099-NEC?

If they paid you $2,000 or more for services in 2026 (the threshold was $600 before 2026), they must send you a Form 1099-NEC by January 31 of the following year.

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