What to Include on an Invoice
A complete invoice shows your business and client details, a unique invoice number, the invoice and due dates, itemized services or products with quantities and prices, subtotal, sales tax where it applies, the total due, payment terms and how the client can pay.
The 12-point invoice checklist
- The word Invoice at the top, so the document cannot be mistaken for an estimate
- Your business name, address, phone, email and license number if your trade requires one
- The client's name and billing address, and the job site address if different
- A unique invoice number, such as INV-1042, that you never reuse
- The invoice date and the payment due date
- An itemized list of work and materials, each with a short description
- Quantity or hours and the unit price or rate for each line
- The subtotal before tax and any discounts
- Sales tax where it applies, shown as its own line
- The total amount due
- Payment terms, such as Net 15 or Due on Receipt, and any late-fee policy you agreed in advance
- How to pay: card link, bank transfer details or check payee name
Sales tax on US invoices
There is no single federal invoice format in the US, and sales tax rules differ by state and by whether a service or a product is taxed. Show tax as a separate line so the client and your records can see it, and confirm your state's rules with your accountant or state revenue department.
Invoice numbering that holds up
Number invoices in sequence and never reuse a number. A simple pattern such as INV-0001, INV-0002 makes it easy to find a document, match payments and answer a client who calls about one. MyInvoice supports custom numbering sequences so the format stays consistent.
Keep the record
Save every invoice you send. Your tax records, client disputes and bookkeeping all depend on them. Ask your accountant how long to keep them for your situation.
Common questions
What are the required elements of an invoice in the US?
There is no single federal rule for small business invoices. In practice every invoice should identify the seller and buyer, carry a unique number and date, itemize what was sold with prices, show any tax and the total, and state when and how to pay. Your state, contracts and industry may add requirements.
Do I need to put my license number on an invoice?
If your trade or state requires a contractor license, putting the license number on invoices and estimates is common and often expected. Check your licensing board's rules.
Should an invoice include payment terms?
Yes. State the due date or terms such as Net 15 or Due on Receipt so the client knows when payment is expected.
Can I create an invoice without a template?
Yes. Describe the job to MyInvoice's AI generator and it builds an itemized invoice with the fields above, or start from a trade-specific checklist.
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