Bill US clients in dollars on a US Letter page. Sales tax is off by default, since many services aren’t taxed, and you can add a sales tax line if your state requires it.
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There’s no national VAT or GST in the United States. Instead, sales tax is set by each state, and sometimes by cities and counties too. Many services, such as writing, design, consulting and development, aren’t taxable in many states, so most freelancers send invoices with no tax at all. That’s why this template starts with tax switched off.
Rules do vary, though, and some states tax certain services or digital products. If you aren’t sure, check your state’s revenue department or ask a tax professional before you send your first invoice. If you sell physical products as well as services, the answer is more likely to be yes, so it’s worth checking early rather than after a year of invoices.
There’s no single required format, but accounts payable teams look for the same basics:
If your state requires you to collect sales tax on what you sell, set the tax to a custom tax named “Sales tax” and enter the combined rate on each taxable line. Leave non-taxable lines at 0%. The invoice then shows the subtotal, the sales tax and the total due, so your client can see exactly what they’re paying.
Some clients will also ask for your EIN or Social Security number for their tax reporting, usually through a Form W-9. You can add an EIN in the tax ID field if you’d like it on the invoice, but there’s no need to print an SSN on it.
US businesses print on US Letter (8.5 × 11 inches), not A4. BillFlow switches to US Letter automatically when the currency is USD, so your PDF fits a standard printer and filing system. You can change it to A4 for overseas clients.
For payment, add your routing number and account number so clients can pay by ACH or wire. If you also take cards, paste a PayPal, Stripe or Wise payment link and BillFlow prints a QR code the client can scan to pay. Clear terms like “Net 30” and a firm due date help invoices get approved and paid on schedule.
It depends on your state. The US has no national VAT or GST; sales tax is set by states and sometimes localities, and many services aren’t taxable in many states. Most freelancers don’t add sales tax, but check your state’s rules to be sure.
Change the tax setting to a custom tax, name it “Sales tax” and enter your rate on each taxable line. Lines that aren’t taxable can stay at 0%, and BillFlow shows the tax and the total separately.
Yes. When the currency is USD, BillFlow uses US Letter size automatically. You can switch to A4 if a client overseas prefers it.
You don’t have to, but some clients ask for it, and you can add an EIN in your tax ID field. Clients may also ask you to fill in a Form W-9 for their tax reporting, which is separate from the invoice.
Add your bank’s routing number and account number for ACH or wire transfers, or paste a payment link from PayPal, Stripe or Wise. BillFlow prints the link with a scan-to-pay QR code.
No. It’s free with no sign-up. Everything runs in your browser and nothing is uploaded; your business details are simply remembered on this device.