Can I invoice clients without prior invoicing history in the US?

Can I invoice clients without prior invoicing history in the US?

If you’re starting a new business, freelancing for the first time, or simply switching from informal payment requests to formal invoices, you might wonder whether you’re “allowed” to invoice clients in the United States without having invoiced anyone before. The good news is yes: you can absolutely invoice clients with no prior invoicing history. Invoicing is not a privilege granted only after a certain number of transactions—it’s simply a standard business practice used to request payment for goods or services you provided.

What matters is not whether you’ve invoiced before, but whether you’re legitimately providing a product or service, communicating clear terms, and keeping accurate records. The US does not require a special “invoicing license” to send invoices. However, the rules that apply to your work—such as taxes, business registration, and industry regulations—can affect what information you should include on your invoice and how you record the income.

This article walks through the practical and legal considerations for sending your first invoice in the US, what to include, how to look professional from day one, how to protect yourself from nonpayment, and how to set up a clean invoicing workflow using an app like invoice24.

What an invoice is (and what it is not)

An invoice is a document that requests payment from a customer for goods sold or services rendered. It’s a business record that describes what was delivered, the price, and the payment terms. Invoices can be issued by freelancers, sole proprietors, partnerships, LLCs, and corporations. In many industries, invoicing is the default method of billing—especially for B2B work.

An invoice is not the same as a receipt. A receipt confirms that payment has already been made. An invoice is sent before payment (or sometimes at milestones), asking the client to pay by a specific date. An invoice is also different from a quote or estimate, which is generally a pre-work projection. That said, good invoicing often starts with a quote and a written agreement, then transitions into an invoice once work begins or is completed.

Do you need to be registered as a business to invoice?

In many cases, you can invoice clients even if you haven’t formally registered a business entity. If you’re operating under your legal name as a sole proprietor, you can invoice as an individual. Many freelancers do this at the beginning. Your invoice can display your name, your address (or business mailing address), and your contact information.

That said, some clients—especially larger companies—prefer or require vendors to have a registered business name (a “DBA” in some states), an EIN, insurance, or vendor onboarding paperwork. These are client requirements rather than universal invoicing laws. If a client’s procurement process requires an EIN or a W-9, you can usually comply by obtaining an EIN (which is common and often free to apply for) and submitting the W-9. This is typical in US B2B relationships.

In short: formal registration is not a universal prerequisite to invoicing, but it can make your invoicing and vendor onboarding smoother depending on your industry and the client’s policies.

Is there any “invoicing history” requirement in the US?

No. There is no national rule requiring “prior invoicing history” before you can invoice. Invoicing history is mainly an internal concept used by banks, lenders, accounting teams, or client procurement departments to evaluate vendor reliability. It may matter when you apply for financing, request credit terms with suppliers, or use invoice factoring services. But it does not restrict your ability to send an invoice to a client.

What can matter is whether you have a legitimate business relationship with the client and whether your invoice accurately reflects services or products provided. Your first invoice is simply the beginning of your invoicing history.

When you should invoice: common timing options

Even if you’re new, you have several standard options for when to invoice. The right approach depends on the nature of your work, the client’s expectations, and your cash-flow needs.

Invoice upon completion

This is common for one-off projects: you complete the job, then invoice the client. It’s simple, but it exposes you to risk if the client delays payment and you’ve already done all the work.

Invoice upfront (deposit or full prepayment)

Many freelancers and service providers request a deposit (for example, 30%–50%) before starting, then invoice the balance upon completion. For smaller engagements, full upfront payment is also common. Upfront invoicing is especially useful when you have no track record with a new client.

Milestone invoicing

For larger projects, invoice at key milestones (such as “design approved,” “prototype delivered,” “launch”). This keeps cash flow steady and reduces risk for both parties.

Recurring invoicing

If you provide ongoing services—like consulting, maintenance, or subscriptions—recurring monthly invoices are typical. Even as a new provider, you can start recurring billing from month one, as long as your terms are clear.

What to include on your first invoice

A professional invoice should be clear, consistent, and complete. The goal is to remove ambiguity so payment can be processed quickly. Here’s what you should include.

1) Your business information

Include your name or business name, mailing address, email, phone number, and any other key identifier you use (like a website). If you operate under a registered business name or a DBA, put that name prominently.

2) The client’s information

List the client’s name, company name (if applicable), and billing address. If the client has a specific department or accounts payable contact, include that too. This helps ensure your invoice lands in the right inbox.

3) An invoice number

Invoice numbers help track payments and maintain clean records. They can be simple, such as 001, 002, 003, or include a year prefix like 2026-001. The key is consistency and uniqueness.

4) Issue date and due date

Always show the date the invoice was issued and the date payment is due. If you use payment terms like Net 15 or Net 30, still include an actual calendar due date so there’s no confusion.

5) Itemized description of work

List what you provided. Break it into line items where possible, such as hours worked, deliverables, or products. Good descriptions help prevent disputes and make it easier for the client to approve payment internally.

6) Rates, quantities, and totals

Show unit price (hourly rate or per-item price), quantity (hours, units, milestones), and line totals. Then show subtotal, taxes (if any), discounts (if any), and the final total due.

7) Taxes (if applicable)

Depending on your state and what you sell, you might need to collect sales tax on taxable goods or services. Many services are not taxed in many states, but rules vary widely. If you are required to collect sales tax, show it as a separate line item. If you are not collecting tax, it’s still wise to be consistent in how you display totals.

8) Payment instructions

Make it easy to pay. Include accepted payment methods and any needed details. If you accept online payments, include a payment link. If you accept bank transfer, include the necessary bank details. If you accept checks, include the payee name and mailing address.

9) Payment terms and late fee policy

Add a short section describing your payment terms. For example: “Payment due within 15 days.” If you charge late fees, specify the policy upfront (for example, “A late fee of 1.5% per month may be applied to overdue balances”). Keep it concise and consistent with any contract you signed.

10) Notes and thank-you message

A friendly note helps maintain good relationships. You can also include important reminders like “Please reference invoice number on your payment.”

How to look credible on your very first invoice

Not having a history doesn’t mean you have to look new. Professional formatting and clear processes create trust immediately. Here are ways to make your first invoice feel established.

Use consistent branding

Use a clean layout, your logo (if you have one), and consistent fonts. Branding signals legitimacy and helps your invoice stand out in a busy accounts payable workflow.

Keep the invoice easy to understand

A confusing invoice triggers questions, delays approval, and slows payment. Clarity is credibility. Itemize your services, avoid vague descriptions, and match your invoice language to the proposal or agreement.

Offer multiple payment options

The easier it is to pay, the faster you get paid. If you can accept cards, bank transfers, or other digital methods, clients can process payment quickly without additional back-and-forth.

Include a purchase order (PO) number if the client uses one

Some organizations require a PO number before they can pay an invoice. If the client provides one, place it prominently. If they didn’t, ask whether they need it before you invoice, especially for corporate clients.

Do you need a contract before invoicing?

You can invoice without a formal contract, but it’s riskier—especially when you’re new. A contract (or at least written terms in an email) helps prove what was agreed, what you delivered, and what the client owes. For small jobs, a simple written agreement can be enough: a summary of scope, timeline, price, and payment terms.

For larger projects, a contract is strongly recommended. It should cover scope, deliverables, timeline, payment schedule, revision limits, ownership rights, confidentiality (if relevant), cancellation terms, and dispute resolution.

Even with a contract, the invoice is still necessary for billing. Think of it as: the contract sets expectations, and the invoice triggers payment.

What if the client asks for a W-9?

In the US, clients often request a W-9 from contractors and vendors. The W-9 provides the client with your tax identification information (such as your Social Security Number or EIN) and your legal business name. This helps the client report payments, especially if they pay you $600 or more during the year and need to issue a tax form.

If a client asks for a W-9, it does not mean you can’t invoice without invoicing history. It simply means they want to onboard you properly and comply with their accounting and tax obligations. Many new freelancers submit a W-9 with their first invoice and proceed normally.

Sales tax, service tax, and “do I need to add tax?”

Tax rules can be confusing for first-time invoicing. The key is that not every invoice needs sales tax. Whether you should charge sales tax depends on what you sell, where you sell it, and the customer’s location. In many states, most professional services are not subject to sales tax, while tangible goods often are. Some states tax certain services, digital products, or software. If you sell across state lines, you may also need to think about economic nexus thresholds and marketplace rules.

If you’re unsure, a practical approach is to separate your pricing and tax treatment clearly. If you are required to collect sales tax, list it as a separate line item. If you are not collecting sales tax, do not add a vague “tax” percentage without knowing the rule. Consistency and accuracy protect you.

Even if you don’t charge sales tax, you still generally need to report your business income on your tax return. Your invoice records become part of your income documentation.

Payment terms for first-time invoicing: what’s reasonable?

Payment terms define how quickly the client must pay. Common terms in the US include:

• Due on receipt: Payment expected immediately.

• Net 7 / Net 15: Payment due 7 or 15 days after the invoice date.

• Net 30: Payment due 30 days after the invoice date (very common for B2B).

• 50% upfront, 50% on delivery: Common for freelance and creative work.

If you are new and cash flow matters, shorter terms are often better. Many small businesses use Net 7 or Net 15, or require a deposit. Larger corporate clients may push for Net 30 or Net 45 as part of their internal payment cycles. You can still invoice them; just be ready for their standard process and consider pricing accordingly.

How to protect yourself from nonpayment when you’re new

When you don’t have an established relationship with a client, your biggest risk is delayed payment or nonpayment. You can reduce risk without sounding distrustful by building standard protections into your workflow.

Request a deposit

A deposit filters out unserious clients and ensures you’re not funding the project out of pocket.

Define scope clearly

Disputes often come from unclear scope. Itemize deliverables, list what’s included, and clarify what costs extra.

Use milestone billing

Milestones give you checkpoints. If the client stops responding, you’re not left unpaid for the entire project.

Put due dates and late fees in writing

A due date makes expectations concrete. Late fees encourage timely payment and give you a basis for follow-up.

Send invoices promptly

Delays in invoicing cause delays in payment. Invoice as soon as you hit the milestone or complete the work.

Keep communication documented

Email confirmations, approved proposals, and written change requests create a clean record if you need to escalate.

How invoice24 helps you invoice confidently from day one

When you’re sending your first invoice, the biggest challenge is often not legality—it’s confidence, organization, and a process that looks professional. invoice24 is designed to make that easy, even if you’ve never invoiced before.

Professional invoice templates

invoice24 helps you generate clean, professional invoices with a consistent layout, so your first invoice looks as polished as your hundredth.

Automatic invoice numbering

You can maintain a logical invoice number sequence without manual tracking. This reduces errors and strengthens your bookkeeping.

Client management and saved details

Save client billing details and reuse them. This avoids mistakes, speeds up future invoices, and keeps your records consistent.

Itemized line items and clear totals

Create line items with descriptions, quantities, and rates. Totals update automatically so your invoices stay accurate.

Due dates, payment terms, and reminders

Set payment terms and due dates clearly. Use reminders to follow up professionally when invoices are approaching due or become overdue.

Digital delivery

Send invoices electronically, reduce delays, and keep a documented delivery trail. Digital invoicing is often faster than mailing paper invoices.

Records and reporting

Keep all invoices organized in one place. That makes tax time easier, supports cash-flow tracking, and helps you understand who has paid and who hasn’t.

What to say when you send your first invoice

Sometimes the invoice itself isn’t the hard part—sending it is. A simple message keeps things smooth and professional. Here are a few examples you can adapt:

After completing a project

“Hi [Name], thanks again for the opportunity. Attached is invoice [#] for the work completed on [Project]. Payment is due by [Date]. Please let me know if you need anything for processing.”

For a deposit

“Hi [Name], I’m excited to get started. Attached is invoice [#] for the [percentage] deposit. Once it’s received, I’ll begin work on [Date].”

For recurring monthly services

“Hi [Name], attached is invoice [#] for [Month] services. Payment is due by [Date]. Thank you!”

Keep the note short, include the due date, and offer help with processing. If you anticipate procurement steps (like a PO number or vendor setup), mention it early so it doesn’t delay payment.

What if a client refuses to pay because you’re “new”?

Most legitimate clients won’t refuse to pay simply because you haven’t invoiced before. But they may hesitate to pay upfront or may require onboarding steps. If a client is unsure, you can offer practical reassurances:

• Provide a written agreement or proposal that matches the invoice.

• Offer a deposit + milestone plan instead of demanding full payment upfront.

• Share references, a portfolio, or examples of past work (even if invoicing is new).

• Use clear invoice terms and professional formatting through invoice24.

If a client uses “you’re new” as an excuse after receiving the work, that’s a red flag. In that case, your best protection is your documentation: the scope, approvals, delivery proof, and the invoice itself.

Recordkeeping: why your first invoice matters more than you think

Your first invoice isn’t just a request for payment—it’s the foundation of your financial records. Good recordkeeping helps you:

• Track who owes you money and when it’s due.

• Measure income over time and forecast cash flow.

• Prepare for tax filing with accurate income records.

• Resolve disputes by showing what was billed and why.

• Build credibility if you ever apply for financing or business services.

Even if you start small, organized invoicing creates a professional paper trail. Tools like invoice24 make it easier to stay consistent as your volume grows.

Common first-invoice mistakes to avoid

First-time invoicing often comes with predictable pitfalls. Avoid these, and you’ll get paid faster and with fewer headaches.

Using vague descriptions

“Consulting services” is less helpful than “Website performance audit and recommendations (5 hours).” Clear descriptions reduce questions.

Forgetting a due date

Without a due date, invoices sit in limbo. Always state the due date explicitly.

Not confirming the billing contact

Sending an invoice to the wrong email address can add weeks of delay. Confirm the accounts payable contact early.

Not matching the invoice to the agreement

If your invoice doesn’t match the proposal or contract language, clients may dispute it. Keep terms aligned.

Waiting too long to invoice

The longer you wait, the less urgent it feels. Invoice immediately after the milestone or completion.

Not following up

Follow-up is normal in business. A polite reminder before and after the due date is professional, not pushy.

How to follow up on an unpaid invoice professionally

Even with perfect invoicing, payments can slip. A simple follow-up sequence can keep things on track:

Before the due date

Send a reminder a few days before the due date: “Just a quick reminder that invoice [#] is due on [Date].”

1–3 days after the due date

Keep it polite: “Invoice [#] is now past due. Could you confirm when payment is scheduled?”

1–2 weeks after the due date

Be firmer and reference your terms: “Per the invoice terms, payment was due on [Date]. Please arrange payment by [New Date] to avoid late fees.”

If it continues

At that point, you may pause work, escalate to a manager, or consider formal collection steps depending on the amount. But many late payments are resolved with consistent, professional follow-up and clear documentation.

Frequently asked questions for first-time invoicing in the US

Can I invoice as an individual using my personal name?

Yes. Many sole proprietors invoice under their personal name, especially early on. Just be consistent and professional in your invoice details.

Do I need an EIN to send invoices?

Not always. You can invoice using your Social Security Number for tax purposes, but many people prefer to get an EIN for privacy and professionalism. Some clients may require an EIN for vendor setup.

Can I invoice without a business bank account?

You can, but a dedicated business bank account makes bookkeeping easier and looks more professional. It can also simplify tax reporting and help separate personal and business finances.

Should I charge sales tax on my invoices?

It depends on your state and what you sell. If you’re required to collect sales tax, list it clearly. If you’re unsure, avoid guessing and confirm the rule for your situation.

What payment terms should I use for my first client?

Net 7, Net 15, or a deposit-based structure is common for new providers. For corporate clients, Net 30 may be standard. Choose terms that support your cash flow and match the client relationship.

Bottom line: yes, you can invoice clients without invoicing history

You don’t need a prior invoicing history to invoice clients in the US. Your first invoice is simply the start of your documentation and cash-flow process. Focus on clear scope, professional presentation, and reliable recordkeeping. Use a consistent invoice format, include the right details, set realistic terms, and follow up politely when needed.

With a tool like invoice24, you can send professional invoices from day one, keep your client and invoice records organized, automate the boring parts like numbering and totals, and build a payment process that supports your growth—whether you’re billing your first client or your hundredth.