What to include on a US invoice
There is no federal invoice law in the United States, but a clear invoice with the right details gets paid faster and keeps your records in order.
The United States has no federal law that sets one required invoice format for private B2B invoices. What an invoice must show depends mostly on your contract, your customer's purchasing rules, and your state's sales tax rules. In practice, a clear invoice includes your business name and address, the customer's name and address, a unique invoice number, the invoice date, a description of the goods or services, quantities and prices, any sales tax shown as its own line, the total, the currency, and the payment terms. If you sell to the government or a large company, read its vendor instructions, which may ask for a purchase order number. Confirm what you need with your accountant. 4invoices helps you produce this document but does not check it for legal compliance.
- No single federal invoice format applies to private B2B invoices in the US.
- Show both parties, a unique number, the date, the work, and the total.
- Show sales tax on its own line where it applies.
- State the currency, due date, and how to pay.
How it works
Identify both parties. Include your legal or trade name and address, and the customer's name and billing address. Add a contact for questions.
Give the invoice a unique number and a date. Sequential numbers make your records easier to follow and easier to reconcile.
Describe the work clearly. List each item or service with a quantity, a unit price, and the line total. Add the customer's purchase order number if they gave you one.
Show sales tax separately. If sales tax applies, show the rate and the amount on its own line. If a sale is exempt, note the reason and keep the exemption paperwork.
State the currency and the payment terms. Give the due date or the net terms, the accepted payment methods, and any late fee that you and the customer agreed in advance.
Legal references
- No federal invoice-content statute applies to private B2B invoices; terms come from the contract and customer requirements.
- State sales tax rules — each state department of revenue sets what a taxable sale requires.
- Internal Revenue Code § 6001 — the requirement to keep records that support your tax return.
Frequently asked questions
Is there a required invoice number format in the US?
No federal rule sets one. Use a unique number, ideally in sequence, so that every invoice can be identified and no number repeats.
Do I need to show my tax ID on an invoice?
There is no general federal requirement to print it on a private invoice. A customer may ask for a W-9 separately, and some customers ask for a tax ID on the invoice. Ask the customer.
Is there a federal VAT to show on the invoice?
No. The US has no federal VAT. If sales tax applies, it is set by the state and often by the local jurisdiction, and it is shown as its own line.
Does 4invoices check that my invoice meets the rules?
No. 4invoices lets you set a tax rate on each line, use any currency with an exchange rate, and download a PDF. It does not verify tax IDs or check compliance, does not connect to any tax authority, and does not issue e-invoices. Fill in the details yourself and confirm them with your accountant.