Everhour turns billable time and expenses into invoices, while United States sales-tax and contract rules need careful setup.
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Use this page to prepare invoices for United States customers, clients, agencies, or project work. The finished invoice should identify the seller, buyer, invoice date, invoice number, payment terms, itemized work or goods, taxable amounts where applicable, total due, and remittance instructions. For ordinary private-sector transactions, the United States has no prescribed federal private-sector invoice form.
The IRS treats invoices as supporting documents that record business transactions and show the amounts and sources of gross receipts. That recordkeeping role matters even when the invoice format is flexible. A client may accept a simple PDF, but your own file should still explain the charge, the date, the customer, and the amount collected or still outstanding.
The United States does not use a national VAT or GST invoice regime. Sales and use tax obligations come from state and local jurisdictions, and sellers generally collect and remit tax where applicable. That means an invoice needs a sales-tax decision tied to the buyer location, product or service type, seller registration status, and any applicable nexus rule.
No single national sales-tax rate exists. Washington, for example, states that its sales tax has a 6.5% state portion plus a local portion that varies by city or county and is collected based on where the customer receives the goods or services. Service taxability also varies: California generally taxes retail sales of tangible personal property and only some service or labor charges, while Texas defines 16 broad categories of taxable services.
Federal contracts are the clearest national invoice-format exception. FAR 32.905 defines a proper invoice to include contractor name and address, invoice date and number, contract or order references, descriptions, quantities, unit and extended prices, shipping and payment terms, remittance details, defect-contact details, and TIN or EFT banking data when agency procedures require them.
Payment timing also follows a defined federal pattern. FAR 32.904 generally sets the due date for most federal contract invoice payments as the later of 30 days after the billing office receives a proper invoice or 30 days after government acceptance of the goods or services. Special shorter timelines apply to some food and construction payments, so federal vendors should match the invoice to the contract and agency instructions.
A one-off invoice is enough when you bill a simple job, already know the taxable line items, and only need a clean document for one customer. It also works for small recurring clients if the payment terms, rates, and sales-tax treatment rarely change and you can keep the records organized outside the invoice file.
A managed workflow fits better when billable time, expenses, non-billable work, approvals, and client terms all affect the amount due. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable tasks, supports client defaults, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A United States invoice does not use a national VAT or GST regime. The relevant indirect tax is state and local sales and use tax where it applies. The invoice should show sales tax only when the seller has an obligation to collect it for that sale, based on state and local rules, nexus, and the taxability of the product or service.
An invoice does not need a VAT or GST registration number because the United States has no VAT or GST invoice regime. Sellers that make taxable sales may need a state seller permit or sales-tax account where required. A TIN or EIN is usually handled through Form W-9, payer procedures, or federal agency requirements.
One invoice layout can work as a business document, but the tax line cannot be treated as national. State and local sales-tax rules decide whether tax applies, which rate applies, and whether a service is taxable. Remote sellers also need to watch nexus thresholds, including South Dakota's Wayfair threshold of more than $100,000 in sales or 200 separate transactions annually.
United States coins and currency are legal tender for debts, public charges, taxes, and dues, but the Federal Reserve states that no federal statute requires private businesses to accept cash for goods or services unless state law says otherwise. Set payment methods in your invoice terms, policy, or contract.
A federal contract invoice must satisfy the contract and FAR proper-invoice rules. Required fields can include contractor details, invoice date and number, contract references, line-item descriptions, quantities, unit and extended prices, payment terms, remittance details, and TIN or EFT banking data when agency procedures require them. A private invoice usually follows contract and recordkeeping needs instead.
Everhour Billing & Invoicing lets you select uninvoiced time and expenses, preview the breakdown, and generate invoices from rates, billable expenses, and client settings while excluding non-billable work. Exports to QuickBooks Online, Xero, or FreshBooks copy invoices as drafts and sync invoice status, number, issue date, and amount back to Everhour.
Track approved time, expenses, client terms, and invoice status in Everhour, then export invoices to accounting software without rebuilding billable work by hand.
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