How-to
What to put on an invoice (US checklist)
Every field a US invoice should include — business details, invoice number, dates, line items, sales tax, payment terms and how to pay — with a ready-made checklist.
Last updated · Invoice Native team
A good invoice answers every question your client — and their accounts team — might have: who's asking to be paid, for what, how much, by when, and how. Miss one of these and the invoice gets stuck.
Here's a complete checklist of what to put on a US invoice, with notes on why each field matters.
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The essentials
| Field | Why it matters |
|---|---|
| The word "Invoice" | Distinguishes it from a quote or receipt |
| Your business name and address | Who's asking to be paid |
| Your contact details | Email or phone for questions |
| Client's name and billing address | Who owes the money |
| Invoice number | Unique ID for tracking and matching payments |
| Issue date | Starts the clock on payment terms |
| Due date | When payment is expected |
| Line items | What you're charging for |
| Subtotal, tax and total | How the amount due is calculated |
| How to pay | Makes it easy to pay you |
Invoice Native lays out all of these for you and flags anything missing before you download the PDF.
Your business details
Use your legal business name (or your own name if you're a sole proprietor) and a mailing address. Add an email address or phone number so the client can reach you about the invoice.
An EIN (Employer Identification Number) is optional on an invoice. Never put your Social Security number on an invoice — if a client needs your taxpayer ID for their records, give it to them on a Form W-9.
Invoice number and dates
Every invoice needs a unique number. Sequential numbers such as INV-0001, INV-0002… are easiest to manage. Avoid reusing numbers, even for voided invoices.
The issue date is the date you send the invoice. The due date is when payment is expected — calculated from your payment terms, such as Net 30. See Net 30 explained.
Line items
Each line should describe one product, service or milestone clearly enough that someone who wasn't part of the project understands it:
- Description — "Logo design, 3 concepts, 2 revision rounds" beats "Design work".
- Quantity — hours, days, units or 1 for a fixed fee.
- Rate — the price per unit.
- Amount — quantity × rate, minus any line discount.
Mark which lines are taxable if you charge sales tax on only some of them.
Taxes, discounts and totals
Show the maths in order:
- Subtotal of all lines,
- Discount, if any,
- Shipping, if any,
- Sales tax as a separate line with the rate — for example "NY State + NYC sales tax 8.875% on $340.00",
- Total and balance due.
Many states expect sales tax to be shown separately on the invoice. If a customer is exempt, note their exemption certificate instead — see how to invoice a tax-exempt customer.
Payment terms and how to pay
State your terms (Due on receipt, Net 15, Net 30…) and the due date. Then make paying easy:
- Bank transfer (ACH): bank name, account holder, routing and account number — or better, a secure payment link.
- Zelle, Venmo, Cash App or PayPal: your handle or link. Invoice Native adds a scannable QR code for Venmo, Cash App, PayPal.me and payment links.
- Check: who to make it payable to and where to mail it.
Add a payment note such as "Please include INV-1012 with your payment" so you can match the money to the invoice.
Nice to have
- PO number — many companies require it.
- Your logo — makes the invoice look professional.
- Notes — thank-you message, late-payment policy or usage terms.
- Ship-to address — if goods are delivered somewhere else.
Checklist
- ✅ "Invoice", your details and the client's details
- ✅ Unique invoice number, issue date and due date
- ✅ Clear line items with quantity, rate and amount
- ✅ Subtotal, discounts, shipping, sales tax (shown separately) and total
- ✅ Payment terms and at least one easy way to pay
- ✅ Never your Social Security number
Invoice vs. quote vs. receipt
These documents look similar but do different jobs:
- A quote (or estimate) is an offer: what you'll do and what it will cost, valid until a date. Nothing is owed yet.
- An invoice is a request for payment for goods or services already agreed or delivered.
- A receipt confirms that a payment has been made.
Invoice Native can create quotes as well as invoices — switch between them with the Invoice | Quote toggle. A quote shows a "Valid until" date instead of a due date.
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Frequently asked questions
Is there a legally required invoice format in the US?
There's no single federal invoice format for ordinary business-to-business sales. But states have rules for sales tax — such as showing tax separately — and clear, complete invoices make bookkeeping and tax time much easier.
Do I need to include my EIN or Social Security number on an invoice?
You don't need either on a standard invoice. Never put your Social Security number on an invoice; if a client needs your taxpayer ID, provide it on a Form W-9 instead. Some businesses show an EIN, which is optional.
Does every invoice need a unique number?
Yes. Unique, sequential numbers make invoices easy to find, prevent duplicate payments and help if you're ever audited.
This guide is general information, not tax or legal advice. Rules change and depend on your situation — check with your state's tax agency or a tax professional.