What a US invoice should include
The US has no federal format requirement for invoices. In practice, a clean invoice gives your client everything they need to pay you and keeps your own records straight.
- Your business name, address, email and phone
- A unique invoice number and the issue date
- The client's name, address and billing contact
- A description, quantity and rate for each line item
- The total due, the payment terms and the due date
- How to pay — ACH details, check, or a payment link
- A sales tax line only if you are required to collect it
Do you need to charge sales tax?
There is no federal sales tax. Sales tax is set by state and local governments, and whether you must collect it depends on rules that vary by state — including where your business is located, where the client is, and what you sell. If you are unsure, check your state's department of revenue or ask an accountant. BillCanvas lets you add a tax line, but it does not decide your tax obligations.
Do you need an EIN?
Not to send an invoice. Some clients ask for a completed Form W-9 before they pay; on that form you can provide an SSN or an EIN. If you are a sole proprietor with no employees, an EIN is optional for many freelancers — but check with a tax professional for your situation.