Everhour keeps billable work priced by the right rates, while a simple invoice keeps client billing clear and fast.
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| Description | Qty | Rate | Tax | Amount |
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You came here to create an invoice that you can send, save, and match to a client payment. For ordinary United States businesses, no single federal private-sector invoice form controls the layout. The invoice still needs enough detail to show who sold what, who bought it, the amount due, and the payment terms tied to the sale.
Treat the invoice as a supporting business document. IRS Publication 583 lists invoices among records that help show the amounts and sources of gross receipts. A simple invoice should therefore make the transaction easy to reconstruct later, even if the design stays plain and the workflow takes only a few minutes.
A usable invoice starts with seller and buyer names, addresses or contact details, a clear invoice number, issue date, due date, and payment terms. Add line items with a description, quantity, rate, and extended price for each item or service. Then show the subtotal, applicable tax line, total due, payment instructions, and remit-to details.
Keep the invoice distinct from nearby documents. An estimate or quote gives a price before work starts, while an invoice requests payment after goods or services are delivered or billable work is ready to charge. A receipt proves payment received. Mixing those labels creates accounting confusion for you and the client.
A simple invoice works best when you can complete it from a small set of inputs: client, invoice number, dates, line items, tax treatment, terms, and payment details. Use plain descriptions such as "Design revisions, 6 hours at $85 per hour" instead of vague labels that force the client to ask for context.
Avoid treating sales tax as a flat national add-on. The United States has no national VAT or GST invoice regime. State and local sales and use tax rules control whether tax applies, which rate applies, and where the sale is sourced. Washington, for example, has a 6.5% state portion plus a local portion that varies by city or county.
A free, simple invoice is enough for a one-time job, a small client charge, or a clean PDF that does not need future reporting. It is also enough when you already know the billable amount, the payment term, and the correct sales-tax treatment for that customer and sale.
A managed workflow becomes necessary when tracked billable time, project costs, rate changes, and uninvoiced work feed the invoice. Everhour separates cost and billable rates, supports per-person defaults and per-project overrides, preserves dated rate history, and prices billable work by project, member, or task before invoice preparation.
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 simple invoice should include seller and buyer details, invoice number, invoice date, due date, line-item descriptions, quantities, rates, extended prices, subtotal, tax line where applicable, total due, payment terms, and remit-to details. Federal contracts have stricter proper-invoice fields under FAR 32.905, including contract references and TIN or EFT banking data when agency procedures require them.
A United States invoice does not use a national VAT or GST registration number because the United States has no national VAT or GST invoice regime. Sellers that make taxable sales may need state-level sales-tax registration instead, such as a California seller's permit for retailers engaged in business in California selling taxable tangible personal property.
A simple invoice can skip sales tax only when the sale is not taxable, the seller has no collection obligation, or another valid rule applies. Sales and use tax obligations come from state and local jurisdictions. Service taxability also varies, with California generally taxing retail sales of tangible personal property and only some service or labor charges, while Texas lists 16 broad taxable service categories.
An invoice requests payment, and a receipt confirms payment received. Use an invoice when the client still owes money under the stated terms. Use a receipt after the payment has been made. Keeping the labels separate helps your records show open receivables, paid transactions, and the correct timing of income documentation.
Use the payment term set by your agreement, policy, or contract, such as due on receipt or net 30. Federal contract invoices follow a specific baseline: FAR 32.904 generally sets payment as due 30 days after the billing office receives a proper invoice or 30 days after government acceptance, whichever is later, with special shorter timelines for some food and construction payments.
Everhour separates internal cost rates from client-facing billable rates, then applies default per-person rates or per-project overrides. Rate changes can start from a chosen date, so older reports keep their original calculations while current billable work is priced by project, member, or custom task rate.
Track billable work with the right project, member, or task rates before invoicing. Everhour keeps dated rate history and billable pricing connected to cleaner client billing.
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