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Small Business · US Invoice Guide 2026

Professional invoices for
US small businesses. Just $2.

Running a small business in the US? Here's exactly what the IRS requires on your invoices, how sales tax works, and how to create a professional PDF in 60 seconds for $2 — no accounting software, no subscription, no signup.

Updated May 2026 · Based on current IRS requirements

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US small business invoice requirements

While the US doesn't mandate a single federal invoice format, professional invoices should follow IRS best practices and meet any state sales tax requirements. The key distinctions depend on your business structure and whether you collect sales tax.

Business typeEIN required?Sales tax?
Sole proprietorOptional (SSN or EIN)Depends on state & trade
LLC / CorporationYes — include EINDepends on state & trade
No state sales tax—AK, MT, NH, OR, DE — none
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Sales tax varies by state. Most states tax materials but not labour for trade work. Some states like Washington and New Mexico tax the full contract price. Always confirm with your state revenue department or accountant before invoicing.

What must be on a US small business invoice

Every invoice — regardless of business type

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TradieNotes handles all of this automatically. Snap your job notes or speak the job aloud — AI extracts every line item, your business details pre-fill from your last invoice, and a Sales Tax field is included on every export.

Sample US small business invoice

A professional invoice and quote — exactly what your customers receive as a PDF:

INVOICE
Contractor Invoice
Invoice
Prepared for Mrs A. Patel
Invoice No.
INV-260524-214
Date Issued
24 May 2026
Payment Due
07 Jun 2026
From
Pipe & Mate Plumbing
Kitchen & bathroom · Houston, TX
EIN 12-3456789
Invoice To
Mrs A. Patel
42 Maple Ave
Houston, TX 77001
DescriptionAmount
Labour
Kitchen tap replacement · 2.5 hrs$237.50
Materials
Replace kitchen mixer$189.00
Isolation valves × 2$42.00
Silicone + connectors$18.00
Payment Details
Zelle / CheckAccepted
ReferenceINV-260524-214
Terms14 days
Sub Total$486.50
Sales Tax—
Total Due
USD$486.50
Professional Contractor Invoice · US Standards
TRADIENOTES™
QUOTE · 30 DAYS
Quotation
Quote
Estimate prepared for Mr J. Wilson
Quote No.
QTE-260524-048
Date Prepared
24 May 2026
Valid Until
23 Jun 2026
From
Dave's Spark & Wire
Electrical · Dallas, TX
EIN 98-7654321
Quote For
Mr J. Wilson
4 Pine St
Dallas, TX 75201
DescriptionAmount
Labour
Switchboard upgrade · 16 hrs$1,760.00
Materials
Switchboard MCB upgrade$680.00
RCD safety switch × 4$320.00
Cable + accessories$240.00
Acceptance
Valid 30 days. Prices include all materials and labour as itemised. To proceed, please sign and return.
Signature              Date
Sub Total$3,000.00
Sales Tax—
Estimated Total
USD$3,000.00
Professional Contractor Quote · US Standards
TRADIENOTES™

Create a small business invoice in 60 seconds

1
Describe the job or sale
Speak or snap a photo of your job notes. The AI extracts client details, line items, labour hours, and amounts automatically.
2
Review and enter your details
Check extracted line items, edit if needed. Enter your business name and EIN once — saved for every invoice after that.
3
Pay $2, download your PDF
Preview free — pay only when happy. Professional PDF emailed to you and your customer instantly. No subscription ever.

Built for every type of US small business

🏗️
Trades & contractors
Electricians, plumbers, builders, landscapers — snap your site notes and get an invoice in seconds.
🛍️
Retail & product sellers
List products, quantities and prices. The AI calculates totals and sales tax automatically.
💆
Service businesses
Cleaners, beauticians, therapists, tutors — invoice per hour, per session or per job.
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Landscaping & outdoors
Landscapers, lawn care, tree services — works from the field, no desktop needed.
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Phone-first
Create and send invoices from your phone immediately after finishing a job — no waiting until you get home.
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Details saved
Enter your business name and EIN once. Every invoice after that is pre-filled — just add the job details.

Pricing

Preview your invoice free. Pay $2 only when you're ready to download. No monthly fee, no subscription, no signup.

Single export
$2
per invoice or quote
Starter bundle
$15
$1.50 each · 10 exports
SAVE 25%
Pro bundle
$50
$1.00 each · 50 exports
SAVE 50%

Need more? View all bundles →

Small business invoicing US — FAQ

What must a US small business include on an invoice?
Your business name and contact details, invoice number, invoice date, payment due date, customer name and address, itemised labour and materials, sales tax line (if applicable), total amount due, and your preferred payment method. Including your EIN is recommended for commercial clients.
Do US small businesses need to charge sales tax?
It depends on your state and trade type. Most states tax materials but not labour for construction and repair services. Some states tax the full contract price. Five states have no sales tax at all: Alaska, Montana, New Hampshire, Oregon, and Delaware. Always confirm with your state revenue department or accountant.
Do US small businesses need accounting software to invoice?
No. There is no legal requirement to use accounting software. You can create invoices using any method as long as they contain all required information and you keep records as the IRS recommends. TradieNotes creates a professional PDF in 60 seconds for $2 — no software subscription needed.
How long must small businesses keep invoices in the US?
The IRS recommends keeping business records for at least 3 years, and up to 7 years in some cases (e.g. if you underreport income). Digital records are acceptable — PDFs in cloud storage or email count. You do not need to keep paper copies.
What is the difference between a quote and an invoice?
A quote is sent before work begins and sets out the expected price — it is not a demand for payment. An invoice is sent after work is completed and is a formal request for payment. Quotes are typically valid for 30 days. TradieNotes creates both for $2 each.
Can a US small business invoice without forming an LLC?
Yes. Sole proprietors can invoice using their own name without forming an LLC or corporation. Include your full name, contact details, and EIN or SSN if required. You only need to form a business entity if required for liability protection or other business reasons.

More invoicing guides

📄
US Contractor Invoice Guide
Complete guide — what to include, payment terms, EIN, and how to get paid faster.
🧾
Sales Tax on Invoices
When sales tax applies, labour vs materials, how to show it on your invoice.
📋
Contractor Quote Guide
What to include in a quote, how to price it, and converting quotes to invoices.
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How TradieNotes Works
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