The US Standard Invoice: What a Small Business Should Put on It

American invoicing is simpler than most people fear, and more inconsistent than most people expect. There's no single "official" US invoice format — what exists is a set of habits clients and bookkeepers expect to see. Get those habits right and your invoices get paid without a round of clarifying emails.

The layout that US clients recognise

• Your company block — legal business name, street address, city/state/ZIP, email and phone. If you have an EIN, most corporate clients like to see it; it's optional but common.
• Bill To block — client name, address, and email when they want it for their records.
• Invoice number and dates — a sequential number, the issue date, and a due date. "Net 30" is the default in the US; state shorter terms if you want them.
• An item table — description, quantity, unit price and line total. Specific descriptions make disputes rare and tax time easier.
• Totals — subtotal, any tax, and a clearly bolded total. Clients scan straight for this number.
• Notes — payment instructions (how to pay, where to send it) and a thank-you line. Sounds small; improves payment speed more than you'd think.

Sales tax: the part that's actually state-by-state

Unlike VAT in many countries, US sales tax isn't a single national rate — it's collected by states, and sometimes cities and counties on top. Whether you charge it depends on where your business has "nexus" (a physical or economic presence) and what you're selling; many services are exempt in several states, and most small businesses only charge it where they're registered. This isn't something to guess at: your state's revenue department or your accountant can tell you in minutes whether a particular sale needs tax.

EIN vs SSN on invoices

If you're a sole proprietor without employees, you may not have an EIN at all — your SSN does the job on most forms. The rule that matters is simple: don't put a full SSN on an invoice that will travel by email. When a client asks for tax ID information, give them what they need without making the document a liability.

How to create yours with SleekKitBox

1. Open the US Standard Invoice template.
2. Fill in your business and the client, add your items, and set the payment terms and currency (USD is the default).
3. Download the PDF and send it. For recurring work, keep the template as a starting point and just change the dates and items.

Sending the same invoice to repeat clients? SleekKitBox's invoice generator remembers your history so you can re-open and re-send in seconds.

Frequently asked questions

Do I have to use a specific format? No federal format exists — US invoices are defined by business convention, not a template from the IRS.

Should I show sales tax separately? Only if you're charging it. Most state agencies prefer it shown separately or clearly included; follow whatever your registration requires.

What if my client needs a W-9 before paying? That's normal for first-time corporate clients — sending a W-9 alongside your invoice is standard practice, not an insult.

👉 Create yours: free US Standard Invoice template →