Invoice generator for the United States

There is no single federal rule, but a usable invoice has your business name and contact details, the client's name, a unique invoice number, the date, a description of each item with quantity and price, any sales tax, the total and the payment terms. Some states and many clients also want your EIN or a W-9 on file.

It depends on the state. Most states tax goods and only some services, and rates combine state, county and city parts, so 0% is common for consulting or design work. Check your state's department of revenue or a tax professional before adding or skipping sales tax.

Net 30 is standard for business clients; due on receipt or net 15 is common for small jobs. State the due date, the payment methods you accept (ACH, check, card) and any late fee clearly. Late fees are generally only enforceable when they were agreed in advance.

At minimum your business name, the date, and the total. If you charge GST/HST, invoices of $100 or more also need your GST/HST registration number and the tax amount or rate, and invoices of $500 or more need the buyer's name, payment terms and a description of each item so they can claim the tax back. The CRA publishes the current list.

You must register and charge it once your taxable sales pass $30,000 over four consecutive calendar quarters. Below that you are a small supplier and can choose to register, which lets you claim back the tax you pay on business purchases. Until you are registered, leave the tax set to "No tax".

Usually the rate of the province where your customer receives the goods or service, not where you are. An Ontario business invoicing an Alberta client normally charges 5% GST, and invoicing a Nova Scotia client charges 14% HST. Provinces with their own PST or QST have separate registration rules, so check before you charge those.

The currency and its number format, the tax options (province, sales tax rate, VAT rate, GST rate) and the name of the tax ID field (GST/HST number, VAT number, GSTIN, ABN) follow the country you pick. Line items, discount, notes, logo and the PDF work the same everywhere. The rates are for guidance only; what you must charge depends on your registration and where your customer is, so confirm with your tax authority or accountant.

Click Download PDF and choose "Save as PDF" as the printer in the dialog that opens. On an iPhone or Android phone, the print preview offers a share or save option that creates the PDF.

No. Everything you type stays in your browser and nothing is sent to us. If you tick "Keep this invoice in this browser", a copy is saved in your browser's local storage on that device only, and unticking the box deletes it.

Yes. With the keep box ticked, the page reopens with your details and the last line items in place, so you only change the number, dates and items. If you send a lot of invoices every month, a proper invoicing setup linked to your email and bank is a normal part of our tech help work.