United States · Freelancers & contractors

How to invoice as a freelancer in the US

There's no "tax invoice" format to follow in the US and no federal sales tax to add — just a clean, professional invoice that gets you paid. Here's what to put on it, and when sales tax actually matters.

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What a professional US invoice needs

The US has no legally mandated invoice format for freelancers and contractors — but clients (and your own records) expect a clear, consistent document. A good invoice shows:

  • a unique invoice number and the issue date;
  • your details — business or personal name, and contact information;
  • the client's details — who you're billing;
  • a description of the work or items, with quantity and price;
  • the subtotal and total due, with any sales tax shown separately if you charge it;
  • payment terms — how and by when you expect to be paid.

Invoice numbering

Give every invoice a unique number and keep them sequential — INV-0001, INV-0002, and so on, or a per-client scheme. Sequential numbering makes your income easy to reconcile at tax time and looks professional to clients. This generator keeps a running number for you automatically.

Payment terms: Net 15, Net 30

"Net 30" means payment is due 30 days after the invoice date; "Net 15" is 15 days. Shorter terms — or a deposit before you start — get you paid faster. State your terms plainly on the invoice, and agree them with the client before the work begins so the due date is never a surprise.

When (and when not) to add sales tax

This is where the US differs from GST/VAT countries: there is no federal sales tax. Sales tax is set by state and local governments, and whether it applies depends on your state, what you sell, and sometimes where your customer is. Most states don't tax professional or freelance services — but some do, and the rules for goods and digital products differ again.

Because it's destination-based and varies so widely, this tool does not calculate sales tax and ships no default rate — that would be a correctness trap. If sales tax applies to your sale, add it as a line yourself and check your state's tax authority for the current rate. When in doubt, ask a CPA; the tool does the arithmetic, not the tax determination.

Do you need an EIN?

An EIN (Employer Identification Number) is a federal tax ID. The IRS requires one if you have employees or meet certain other conditions; a sole proprietor with no employees can generally use their SSN for federal tax purposes. Many freelancers get an EIN anyway — it lets you put a business tax ID on a W-9 instead of sharing your SSN with clients. Either way, an EIN isn't a required field on a US invoice, so this generator leaves it optional.

Getting paid faster

Send the invoice promptly, make the total and due date unmissable, and include how to pay (bank transfer details, or a payment link). Keep a copy of every invoice you send — the generator freezes a PDF and keeps your history on your device — so you can reconcile against the 1099-NEC forms clients send you at year end.

Ready to bill a client? The generator opens with a clean US invoice — LETTER page size, a running invoice number, and no tax fields until you add them. Free, private, no sign-up.

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Frequently asked questions

Do I need to charge sales tax on my invoices?
It depends on your state and what you sell. In the US there is no federal sales tax — it's set by state and local governments, and most states don't tax professional or freelance services (though some do, and rules differ for goods and digital products). This tool doesn't calculate sales tax; if it applies to your sale, add it as a line yourself and check your state's tax authority for the correct rate.
Do I need an EIN to put on my invoice?
Not necessarily. The IRS requires an EIN if you have employees or meet certain other conditions; a sole proprietor with no employees can generally use their SSN for federal tax purposes. Many freelancers get an EIN anyway so they don't have to share their SSN with clients on a W-9. An EIN isn't a required field on an invoice the way an ABN or VAT number is in some countries — this generator leaves it optional.
What's the difference between an invoice and a 1099?
You send an invoice to your client to request payment. A Form 1099-NEC is what a client files with the IRS (and sends you a copy of) to report what they paid you during the year, if it reached the reporting threshold. Your invoices are your own records of the income; they help you reconcile against the 1099s you receive.
What are common payment terms?
"Net 15" or "Net 30" means payment is due 15 or 30 days after the invoice date. Shorter terms (or a deposit up front) get you paid faster. Whatever you choose, state it clearly on the invoice and agree it with the client before you start.
Is my data sent anywhere?
SimpleTaxInvoice has no servers that receive your data — your business details, clients and invoices are stored in your browser on your device by default. Data leaves only through your own explicit actions: downloading or sharing a PDF, opening an email draft, exporting a backup, or connecting your own Google Drive.
Official sources

Related: ready to bill a client? Head to the US invoice generator, or browse all guides.

This guide is general information, not tax or legal advice, and may not reflect the latest rules. Whether sales tax applies and how you report your income are your responsibility — check your state's tax authority, the IRS, or a CPA for your situation.