Invoice generator USA: invoices with sales tax, in US dollars

How to make a invoice in one minute

1. Choose United States under Country preset. Currency switches to USD, Paper size to Letter, Date format to MM/DD/YYYY and Terms to Net 30, and a Sales tax line at 0% appears under Totals.
2. Fill in From with your business name, address, email and phone. The EIN field is optional; leave it blank if you invoice under your own name.
3. Fill in Bill to with the client's name, company and billing address, and add their PO number under Reference / PO number if they gave you one.
4. Add Line items with a Description, Qty, Unit and Rate, then type your combined state and local rate into the Sales tax line, or delete the line if you do not collect sales tax.
5. Enter Payment details (bank name and account, check instructions in Notes, or a Pay online link) and press Download PDF.

What an invoice in the United States must show

There is no federal law that dictates what a US invoice has to contain, and no national sales tax. What you need is an invoice your client’s bookkeeper can process without questions, plus whatever your state or city requires if you collect sales tax. The editor’s checklist for the United States preset covers both.

Start with your business name and contact details in the From block. The EIN field is there for businesses that have an Employer Identification Number and want it on the invoice; sole proprietors often leave it out, and nothing in the editor forces you to fill it. Then a unique invoice number and the invoice date, formatted MM/DD/YYYY by default because that is how American clients read dates. The number increments automatically and the editor warns if you reuse one.

The Bill to block carries the client’s name and billing address. Large companies often require their purchase order number on every invoice before accounts payable will release a payment, so use the Reference / PO number field. Payment terms and a due date come next: the preset selects Net 30, meaning payment is due 30 days after the invoice date, and calculates the Due date for you. Change it to Due on receipt or Net 15 if you prefer to be paid sooner.

Sales tax belongs on its own line, with the rate and the amount, wherever your state, county or city requires you to collect it on what you sell. Services are untaxed in many states and taxed in others, and goods shipped across state lines usually follow the destination’s rules. The preset cannot know your rate, so the line starts at 0% and you type the combined rate that applies. Presets are starting points — confirm current rates and requirements with your tax authority.

Finish with how to pay: bank name and account number for an ACH transfer or wire, instructions for mailing a check, or a payment link that prints as Pay online. The currency is USD and the paper is Letter, matching American printers.

Invoice generator USA: how the sales tax line works

The United States preset keeps tax simple because the rules are local. Under Totals there is a single line named Sales tax at 0%. Type 8.25 and the editor calculates 8.25% of the taxable subtotal, rounds it to the cent and adds it to the total. If your city adds a district tax on top of the state rate, enter the combined figure on one line, or add a second tax line named for the city so each rate is visible; up to three lines are available.

Each line item has a checkbox per tax, so an invoice that mixes taxable parts with untaxed labor can show tax on the parts only. If you do not collect sales tax at all, delete the line and the totals block shrinks to subtotal, any discount, and the total.

The tax-inclusive toggle handles prices quoted with tax built in, and the compound flag is there for the rare jurisdictions that calculate one tax on top of another. The rate you type is remembered for the next invoice on this device. For the wider question of whether a particular sale is taxable in your state, ask your state’s department of revenue or an accountant; the editor only does the arithmetic.

Last updated 2026-09-27. Presets are starting points — confirm current rates and requirements with your tax authority. PDF engine: pdfmake (MIT); fonts: Inter and Noto Sans (SIL Open Font License).