Invoice Generator
Create a professional invoice with itemized line items, optional sales tax, and payment details. Add your logo and brand colors, then export a polished PDF — free, no signup.
Use an invoice when you're ready to bill
Use the invoice generator once the work is delivered or the charge is confirmed. If you're still pricing the job, start with the Quote Generator instead. If payment is already overdue, follow up with the Invoice Reminder Generator, and once paid, confirm it with the Receipt Generator.
What to include on an invoice
- Business details — your name or business name, address, and contact info. An EIN is optional.
- Invoice number and date — a unique, sequential number so payments and disputes are easy to trace back to this document.
- Payment terms — a due date or terms like "Net 30" so the client knows exactly when payment is expected.
- Itemized line items — description, quantity, rate, and amount for each product or service billed.
- Sales tax — only if you are registered to collect it and the sale is taxable in that state.
- Total due and payment methods — the amount owed and how the client should pay (check, ACH, card, etc.).
Frequently asked questions
What should a US invoice include?
A US invoice should include your business name, invoice number, invoice date, an itemized description of goods or services, the amount due, and payment instructions. There is no federal "tax invoice" requirement like a VAT/GST country’s — sales tax (if any) is state and local, so include it only when you are registered to collect it.
Should I use an invoice or a quote first?
Use a quote first when the client has not approved the work or price yet. Use an invoice once the work is delivered, or the price is confirmed, and you are ready to request payment.
Do I need to charge sales tax on my invoice?
Only if you are registered to collect sales tax in a state where the sale is taxable. Sales tax is state and local, not federal, and most SERVICES are not taxable in most states — goods more often are. Check your state’s rate with the Sales Tax Calculator before enabling it.
Do invoices need to be numbered sequentially?
There is no federal law requiring sequential invoice numbers, but a consistent, non-repeating scheme (e.g. 2026-001, 2026-002) makes payments far easier to track and disputes easier to resolve. IRS Publication 583 recommends keeping organized records of business income, and a clear numbering system supports that.
How long should I keep copies of invoices I send?
Generally 3 years from when you filed the return that reported that income, per IRS Publication 583. Keep them 6 years if you may have underreported income by more than 25%, and indefinitely if a return was never filed or was fraudulent.
Related Calculators
Quote Generator
Create a price quote with validity dates, line items, and terms. Free PDF export, no signup
Invoice Reminder Generator
Follow up an overdue invoice with a friendly, second, or final reminder. Free PDF export
Receipt Generator
Create a payment receipt with line items and business details. Free PDF export, no signup
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