Invoice Generator for the US (with Sales Tax)
The US has no federal law on what an invoice must show and no federal VAT. Sales tax is set by each state, and often by county and city, so the rate depends on where you sell. A good US invoice shows your business details, the client, an invoice number and date, the items, the sales tax rate and amount on taxable items, the total, and how and when to pay.
For businesses and freelancers billing their own real sales. An invoice or receipt for a supply or payment that did not happen is a false document. Figures are entered by you and are not checked by AiStaffo.
Live preview · the PDF looks like this
· Made with AiStaffo. Everything stays in your browser.
What to put on a US invoice
| Federal rules | No federal invoice format and no federal sales tax or VAT |
|---|---|
| Sales tax | Set by 45 states and Washington, DC, plus many local rates; you charge it where you have nexus and the sale is taxable |
| Taxable or not | Goods are usually taxable; many services are not, but this differs by state |
| EIN | Not required on an invoice; business clients may ask for it on Form W-9 for their own 1099 reporting |
| Exempt buyers | Keep the buyer's resale or exemption certificate if you do not charge sales tax |
| Good practice | Invoice number, dates, your details, the client, items, tax, total, due date and payment methods |
Worked example
3 items at $40.00 taxable at New York City's combined 8.875% rate: $120.00 + $10.65 sales tax, plus a $200.00 installation service marked not taxable. Total $330.65.
Finding your sales tax rate
Use your state revenue department's rate lookup for the delivery address. States that follow the Streamlined Sales Tax agreement publish rate files by address. Enter the combined rate (state + county + city) in the form and mark each line as taxable or not.
For businesses: let the invoicing run itself
US small businesses also handle sales tax filings in each state, 1099s and accounts receivable. Raising invoices, matching payments and chasing overdue clients is routine work an AI worker can run end to end, with your team only checking exceptions. Book a free automation audit and we will show you what it would take off your desk.
Please note: sales tax rules differ by state and change often. This generator applies the single combined rate you enter; it does not look up rates or decide what is taxable.
Questions people ask
Is there a legal invoice format in the US?
Do I have to charge sales tax on my invoice?
Do I need an EIN on an invoice?
What sales tax rate should I use?
What paper size does the US use?
Book a free automation audit
Thirty minutes. We look at one process you run every week and tell you exactly what an AI worker would take off your desk, and what it would not.