Download a free US invoice Word (.docx) template. Fill the placeholders, edit line items as needed, and export a clean PDF. There is no federal VAT; add sales tax only when state rules require collection.
| Pos. | Description | Qty | Unit price | Total |
|---|---|---|---|---|
| 1 | Consulting Services | 10 hrs | $ 90.00 | $ 900.00 |
| 2 | Project Documentation | 5 hrs | $ 80.00 | $ 400.00 |
Thank you for your business. The Word file is fully editable: add or remove line items and delete the tax row if you are tax-exempt.
One editable layout for your country. Fill the placeholders, add or remove line items, adjust or delete the tax row if you are exempt, then export a PDF. Header and footer stay on every page if the invoice runs long.
The US has no federal Value Added Tax (VAT). An EIN is an optional federal Tax ID from the IRS; collecting sales tax needs a separate state sales tax permit where you have nexus. Confirm rates with your state Department of Revenue (DOR). After you issue or receive invoices, KontoMatch helps with OCR and bank matching for bookkeeping.
This preview is a sample guide for layout only, not a finished invoice. Download the Word file, replace every placeholder with your own details, set the correct tax treatment and totals yourself, then export a PDF before you send it.
Download the Word (.docx) invoice template below. Fill in your US business details and line items. There is no federal Value Added Tax (VAT); add state sales tax only when you must collect it, then export a PDF for your client.
Example: a California freelancer invoices $1,200 for design work and adds state sales tax only if collection is required in that state. Helper content only, not tax advice. For sales-tax nexus (a sufficient connection to the state), start with the US sales-tax nexus check. Need rate maths once you collect? Use the US sales tax calculator.
Typically your full business name and address, customer details, unique invoice number and date, description of goods or services, line amounts, and the total due. Add sales-tax lines only when state law requires you to collect. Payment terms and a remittance address help clients pay faster.
No. Do not put a federal Value Added Tax (VAT) line on US domestic invoices. Sales tax is state (and sometimes local) and applies only when you have a collection obligation in that jurisdiction.
No. Rules are state-specific and often depend on physical or economic nexus (a sufficient connection to the state). Confirm with your state Department of Revenue (DOR). Use the illustrative nexus check only as a starting point, then price with the US sales tax calculator once you know you must collect.
Word (.docx) is the most common editable format for filling invoices offline. Export to PDF before sending. When you want optical character recognition (OCR), bank matching, and less manual bookkeeping, switch to KontoMatch instead of maintaining files by hand.
Replace every placeholder, decide whether sales tax applies, save a PDF, and keep a copy for your records. If you already collect in a state and need quick arithmetic, open the US sales tax calculator. For ongoing bookkeeping, upload receipts and bank statements in KontoMatch.
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