Invoice format in the United States: Invoice rules
A US invoice must show 10 things, starting with seller name and address, buyer name and address and invoice number. There is no national VAT or GST; sales tax is added only where it applies. The template below is pre-filled in USD with en-US formatting.
Pre-filled for the United States: Invoice, USD. Illustrative amounts, not market prices.
From
Summit Advisory
12 Market Square
United States
billing@example.com
EIN (Employer Identification Number): 12-3456789
Invoice
Bill to
Copperleaf Group
40 Station Road
United States
accounts@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Design work | 12 hr | $75.00 | $900.00 |
| Website maintenance | 6 hr | $80.00 | $480.00 |
| Project set-up fee | 1 each | $250.00 | $250.00 |
| Training workshop (half day) | 1 each | $500.00 | $500.00 |
- Subtotal
- $2,130.00
- Balance due
- $2,130.00
Notes
Illustrative amounts, not market prices.
Payment details
Bank transfer. Please quote the invoice number.
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US invoice facts
| Tax on invoices | Sales tax (state and local) |
|---|---|
| Label printed | Sales tax |
| Standard rate | None nationally |
| Seller tax ID | EIN (Employer Identification Number), format 12-3456789 |
| Registration threshold | There is no federal VAT; each state that levies sales tax sets its own registration rules, and most use an economic nexus threshold of US$100,000 in sales into the state per year. |
| Document name | Invoice |
| Currency and locale | USD, en-US |
| Keep invoices for | 3 years |
| Facts checked | October 2026 |
What an US invoice must show
10 fields, from the sources listed below.
- Seller name and address
- Buyer name and address
- Invoice number
- Invoice date
- Due date or payment terms
- Description of goods or services
- Quantity and unit price
- Subtotal
- Sales tax shown separately where collected
- Total amount due
Sample invoice in USD
The tool above uses these lines. Illustrative amounts in USD, not market prices.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Design work | 12 hr | $75.00 | $900.00 |
| Website maintenance | 6 hr | $80.00 | $480.00 |
| Project set-up fee | 1 each | $250.00 | $250.00 |
| Training workshop (half day) | 1 each | $500.00 | $500.00 |
| Net total | $2,130.00 | ||
| Total due | $2,130.00 |
Number, date and currency format (en-US)
How en-US writes amounts and dates, computed with the browser's Intl API; the invoice tool uses the same formatting.
| Value | Written in en-US |
|---|---|
| Amount 1234567.89 | $1,234,567.89 |
| Same amount with the ISO code | USD 1,234,567.89 |
| Credit of 250 | -$250.00 |
| Plain number 1234567.89 | 1,234,567.89 |
| Date 31 December 2026 (long) | December 31, 2026 |
| Same date (short) | 12/31/26 |
US invoicing rules
- No federal law prescribes an invoice format, so the fields above are standard business practice rather than a legal checklist.
- Sales tax is set by states, counties and cities, so the rate on an invoice depends on where the goods or services are delivered, and many services are not taxable at all.
- Alaska, Delaware, Montana, New Hampshire and Oregon have no statewide sales tax, although some Alaska localities charge their own.
- A sole proprietor without employees may invoice under their own name; an EIN is optional on an invoice, and clients who pay contractors usually request it on Form W-9 instead.
- Keep invoices and supporting records for at least three years after filing the return they support, longer if you underreport income or file employment tax returns.
E-invoicing, simplified invoices and record keeping
Keep issued and received invoices for at least 3 years in the United States.
How to make an invoice for the United States
-
Set currency and format
Choose USD and the en-US format so amounts read like $1,234.50.
-
Title and number
Title the document "Invoice" and number it in sequence, for example US-2026-0059.
-
Your tax ID
Enter your EIN (Employer Identification Number) (format 12-3456789) in the seller details.
-
Tax
Add Sales tax only where it applies, at the rate where the work is delivered.
-
Check and download
Check the 10 required fields above, then download the PDF.
Sources
General information, not tax advice; checked October 2026. Rules change: confirm with the tax authority or an accountant before relying on them.
Official sources
Frequently asked questions
What must an US invoice include?
10 items: seller name and address, buyer name and address, invoice number, invoice date, due date or payment terms and description of goods or services, plus 4 more listed above.
Is there VAT or GST on invoices in the United States?
No national VAT or GST. There is no federal VAT; each state that levies sales tax sets its own registration rules, and most use an economic nexus threshold of US$100,000 in sales into the state per year.
How long must invoices be kept in the United States?
At least 3 years, according to the sources on this page (checked October 2026).
Related
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