How to fill in the invoice template
- Enter your business name, address and EIN, then the client's details.
- Add the lines (description, quantity, unit price) and pick the sales tax rate for your state, or 0% for services that are not taxed.
- Click Create and download the invoice as PDF, Word or Excel.
A US invoice needs a few fixed elements: your business name and address, a unique invoice number, the invoice date, the client's name and address, a description of each product or service with quantity and price, the subtotal, sales tax where it applies, the total due and the payment terms. Put your EIN or tax ID in the tax IDs field if your clients need it for a 1099; it prints in the footer.
Sales tax is set by state and sometimes by city, and most services are exempt in most states. The tax rate list includes common combined rates (5, 6, 7, 8.25 and 10%) plus a custom rate; freelancers and consultants who do not collect tax simply leave it at 0%. A discount in percent and a notes box for terms (Net 30, 2% 10 Net 30, late fee, accepted payment methods such as check, ACH, Zelle or card) complete the document.
This page pre-selects US Letter paper, dollars and English, and writes the total in words if you keep that option. The Excel version keeps live formulas so you can reuse it as a template; the Word version lets you add a clause before sending. Switch the document type to Quote to send an estimate first, then back to Invoice with the same lines once the work is done.
Nothing is stored: no account, and the files are deleted from the server after 30 minutes.
Frequently asked questions
What must a US invoice include?
Your business name and address, an invoice number and date, the client's details, itemized lines with quantities and prices, subtotal, any sales tax, the total due and the payment terms.
Do I have to charge sales tax?
Only if you sell taxable goods or services in a state where you have nexus. Most freelance services are exempt; check your state's rules and pick the rate or 0%.
Where do I put my EIN?
In the Tax IDs field. It appears in the footer of the invoice, which is where clients look for it when they prepare a 1099.
What payment terms should I use?
Net 30 is the most common. Write it in the notes with the accepted payment methods and any late fee; the Due date field prints the exact date.
Is the Excel version editable?
Yes, the .xlsx keeps live formulas, so changing a quantity or price updates the totals.
Is my data stored?
No account is needed and nothing is kept: files are processed in memory and deleted after 30 minutes.