How to invoice in the United States
The US has no federal VAT and no standardized invoice format. Instead, you deal with state-level sales tax, EIN numbers, and 1099 reporting. Simple concept, complex in practice. Here is everything you need to know.
Why US invoicing rules matter
The United States does not have a federal value-added tax. That sounds simple until you realize there are over 13,000 sales tax jurisdictions, each with their own rates and rules. Some states have no sales tax at all. Others tax services differently from goods. The IRS requires 1099 reporting for contractor payments above 600 USD, and businesses need an EIN (Employer Identification Number) for tax purposes. There is no legal mandate for a specific invoice format, but missing key details can delay payments, complicate your taxes, and create audit headaches. Following clear invoicing practices from the start makes everything easier.
Key tax and invoicing facts
Recommended invoice fields in the US
- Your business name and address
- Your EIN or SSN (for sole proprietors)
- Customer's name and address
- A unique invoice number
- Invoice date
- Description of goods or services provided
- Quantity and unit price for each line item
- Applicable sales tax (rate and amount) if required
- Total amount due
- Payment terms (e.g. NET 30, NET 60, due on receipt)
- Payment method and instructions (bank details, check payable to, online payment link)
- Late payment penalty terms if applicable
- Purchase order number if the client requires one
- State-specific disclosures if required (e.g. contractor license number)
Invoicing guides for neighboring countries
Questions
Do I need to charge sales tax on my invoices?
It depends on three factors: what you are selling, where your customer is, and whether you have nexus in their state. Physical goods are taxable in most states. Services vary widely. After the 2018 South Dakota v. Wayfair ruling, economic nexus applies in most states once you exceed a revenue or transaction threshold (typically 100,000 USD or 200 transactions). If you have nexus, you must register, collect, and remit sales tax.
What is the difference between a W-9 and a 1099?
A W-9 is a form you collect from US contractors and vendors before paying them. It provides their taxpayer identification number (TIN). A 1099-NEC is the form you file with the IRS at year end to report payments of 600 USD or more to each contractor. The W-9 data feeds into the 1099. Both are critical for tax compliance.
Is there a legally required invoice format in the US?
No. Unlike the EU, the US has no federally mandated invoice format. However, clear and complete invoices help ensure timely payment, simplify bookkeeping, and reduce disputes. Including your business details, a unique invoice number, line items with prices, payment terms, and applicable sales tax covers the practical bases.
How do I handle invoicing for international clients?
For international clients, sales tax generally does not apply to exported services. You can invoice in the client's currency but must report income in USD to the IRS. Wire transfers (SWIFT) or international payment platforms are common for cross-border payments. Include your routing number and SWIFT code on the invoice.
How long should I keep invoice records in the US?
The IRS recommends keeping all tax records, including invoices, for at least 3 years from the date you filed the return. If you underreported income by more than 25%, the period extends to 6 years. Many accountants recommend 7 years as a safe default. State requirements may vary.
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