Learn how to issue invoices correctly in the U.S. Understand which details every invoice must include, when to send it, common mistakes to avoid, and why online invoicing saves time and improves compliance.
What an Invoice Is and Why It Matters
An invoice documents a sale of goods or services and serves as proof for accounting and tax purposes. Although there’s no national VAT, state sales tax applies in many regions, and businesses must maintain accurate, dated records.
When to Issue an Invoice
After delivering goods or completing a service
Within 30 days unless otherwise agreed
Immediately for B2B sales or deposits
Keep digital copies for tax records
Mandatory Elements of an Invoice in the U.S.
Although U.S. invoicing requirements are more flexible than in many other countries, best practice and many state regulations support including the following elements:
Clear heading such as “Invoice”.
Your business name, address and contact details.
Client’s (buyer’s) name, address and contact details.
Unique invoice number and invoice date.
Due date or payment terms.
Description of goods or services, quantity, and unit price (if applicable).
Subtotal, any applicable sales tax or other fees, and total amount due.
Payment instructions (e.g., bank account, routing, payment methods).
Record retention note: Businesses should keep invoices and supporting documents for at least 3 years, though many recommend up to 7 years depending on state regulations.
Common Mistakes
Missing or wrong business info → payment delays
No unique numbering → accounting errors
Missing sales tax → state non-compliance
Vague due dates → cash-flow problems
Online Invoicing and Its Benefits
Using an online invoicing platform offers multiple advantages:
Faster invoice creation and delivery (often via email or link).
Automated fill-in of business and client data to reduce errors.
Clear history and easy access for bookkeeping and potential audits.
Flexibility: issue invoices with or without sales tax depending on state rules.
Issuing an Invoice Online with InvoiceOnline.com
On InvoiceOnline.com you can issue and manage invoices online in full compliance with U.S. business and tax practices. The system supports unique numbering, sales tax settings by state, and PDF/email delivery.
Create your invoice online – simply, quickly and in line with U.S. business standards.
You can find a detailed overview of all mandatory invoice details in our article What Should an Invoice Include?.
