How do I invoice a client for the first time in the US?

Understanding what “invoicing a client” really means in the US

Sending your first invoice can feel strangely intimidating. You did the work, the client is happy, and now you just need to get paid. But the US has its own business habits, expectations, and tax considerations, and new freelancers and small-business owners often worry about doing something “wrong.” The good news is that invoicing in the US is straightforward once you understand the basics: an invoice is a request for payment that clearly explains what you delivered, how much it costs, when it’s due, and how the client can pay.

In the US, invoices are used everywhere: freelancers invoicing for creative work, contractors billing for labor and materials, consultants charging for advisory services, and product sellers requesting payment for goods. There isn’t one single federal “invoice law” that dictates an exact format for every industry, but there are standard fields and common practices clients expect. If you use a modern invoice tool like invoice24, you can follow those standards automatically and focus on your business rather than formatting.

Think of your first invoice as both a payment request and a professional document. It’s part of your brand. A clear invoice reduces back-and-forth, helps your client route the bill to the right person, and increases the chances you’ll be paid on time. It also creates a paper trail for accounting, taxes, and disputes (if they ever arise). The goal is simple: make it easy for your client to approve and pay.

Before you send your first invoice: set expectations early

The best invoices are easy because the groundwork was laid before the work began. If you haven’t already, confirm these details with your client before billing:

1) Who receives the invoice? In some companies, the person who hired you isn’t the person who pays invoices. Ask for the billing contact, their email, and any required “attention to” line or department name.

2) What are the payment terms? Common terms include due on receipt, Net 7, Net 15, Net 30, or milestone-based payment. “Net 30” means payment is due 30 days after the invoice date. If you never discussed terms, choose a standard (often Net 15 or Net 30) and communicate it clearly on the invoice.

3) How does the client prefer to pay? US clients often pay by ACH bank transfer, credit card, check, or wire (less common for domestic payments). If you accept multiple methods, say so. If you accept only one method, be upfront so payment doesn’t stall.

4) Are there purchase order (PO) requirements? Some businesses won’t pay an invoice without a PO number. If they have a PO, include it on the invoice. If they don’t, ask whether they need one.

5) What exactly are you billing for? This should match what was agreed—scope, deliverables, hours, rates, and any reimbursable expenses. If you’re billing for time, have your timesheet ready. If you’re billing for a project, have the deliverables documented.

If any of these points are unclear, you can still send a first invoice, but you’ll reduce friction by clarifying them beforehand. invoice24 makes it easy to store client billing info, set default payment terms, and add a PO field so you don’t have to reinvent your process each time.

The essential parts of a US invoice

A professional US invoice usually includes the following components. You can format it differently depending on your industry, but the information itself should be present.

Your business information

Include your business name, address, and contact details. If you operate under a trade name (DBA), make sure it matches what the client expects. Also include an email address where billing questions can be sent. If you have a phone number for urgent issues, that can help too.

Client information

List the client’s legal business name and billing address (if you have it), plus the billing contact’s name or department. For larger companies, adding “Attn: Accounts Payable” or a specific person is often useful.

Invoice number

Every invoice should have a unique invoice number. This helps both you and your client track and reference the bill. Many US businesses require an invoice number to process payment. A simple system works fine, like INV-0001, INV-0002, etc. invoice24 can generate these automatically so you never duplicate a number.

Invoice date

The invoice date is the date you issue the invoice. This matters because payment terms (like Net 30) typically count from the invoice date.

Due date or payment terms

State when payment is due. You can include both a due date and terms, such as “Due: March 1, 2026 (Net 15).” If you prefer “Due on receipt,” write that clearly. The more specific you are, the fewer misunderstandings.

Description of goods or services

List each item or service with clear descriptions. Avoid vague lines like “work completed.” Instead, use something like “Website copywriting for Product X landing page (5 sections)” or “Consulting: onboarding session and strategy review (3 hours).” Clarity speeds approval.

Quantities, rates, and totals

For each line item, show the quantity (hours, units, sessions), the rate, and the line total. Then show a subtotal, taxes (if applicable), discounts (if applicable), and the final amount due.

Tax and other amounts

Whether you should charge sales tax depends on what you’re selling and which state rules apply. Services are often not taxable, but some services and many goods can be. If you do need to charge sales tax, show it as a separate line item and specify the rate and jurisdiction if appropriate.

Payment instructions

Tell the client exactly how to pay. If you accept credit cards, provide the payment link or indicate they can pay online. If you accept ACH, include the necessary instructions securely (many businesses prefer bank details via a secure portal or separate communication). If checks are acceptable, provide the payee name and mailing address. invoice24 can present clean payment options so clients don’t have to email you for instructions.

Notes and terms

Include short terms such as late fees (if you charge them), what the invoice covers, and how to contact you with questions. Keep this section brief and professional.

Step-by-step: invoicing a client for the first time

Here’s a practical process you can follow for your first US invoice. After you do it once or twice, it becomes routine.

Step 1: Confirm your client’s billing details

Double-check the client’s company name, billing email, and any special requirements like a PO number. If they use a vendor portal, ask whether you should submit invoices there instead of email.

Step 2: Choose your invoice type

Most first invoices fall into one of these categories:

Hourly invoice: You billed based on time worked. Include hours, rate, and a summary of tasks.

Fixed-fee/project invoice: You billed a set amount for agreed deliverables. Reference the project name and what’s included.

Milestone invoice: You bill when a phase is complete (e.g., 50% deposit, 25% after draft, 25% on completion).

Deposit/retainer invoice: You bill upfront before starting or to reserve availability.

Pick the type that matches your agreement. If the client expects a deposit invoice and you send a completion invoice, it can create confusion and delay.

Step 3: Write line items that an accounts payable team can approve

US accounts payable teams often look for specific details: what it is, when it was delivered, and how it matches a contract, statement of work, or email agreement. Your line items should answer those questions. Examples:

Better: “Design: 3 banner concepts + final export set (January 2026)”

Better: “Consulting: marketing strategy session (2 hours on Jan 25, 2026)”

Better: “Development: bug fixes and QA for checkout flow (6 hours)”

When you give clients clear line items, they spend less time asking follow-up questions, and your invoice moves faster through approvals.

Step 4: Set payment terms that make sense for you and your client

If you’re new, you might feel pressure to accept long terms like Net 60, especially with larger companies. But you can still choose terms that protect your cash flow. Common approaches include:

Net 15 or Net 30: Standard for many businesses.

Due on receipt: Common for small projects, deposits, or one-off work.

Milestones: Great for larger projects to reduce risk.

Partial upfront deposit: Often 25–50% for custom work.

If a client asks for longer terms, consider adjusting your pricing to reflect the delayed cash flow, or request a deposit.

Step 5: Add late payment rules (carefully and professionally)

Late fees are common, but how you present them matters. Some businesses won’t accept late fees, and in some situations you may prefer to enforce a firm follow-up schedule rather than fees. A reasonable note might be:

“Payments past due may be subject to a late fee of X% per month.”

Or, if you want to keep it simpler:

“Please contact us immediately if there are any issues processing this invoice.”

Whatever you choose, include it in your terms consistently. invoice24 can keep your standard terms saved so every invoice looks consistent.

Step 6: Decide how the client will pay and make it easy

Payment friction is a major reason invoices go unpaid longer than they should. If your client can pay online in a couple of clicks, you’ll likely be paid faster. If you’re invoicing a client for the first time, offer at least one convenient digital method. In the US, clients commonly prefer:

ACH transfer: Low fees, great for larger payments.

Credit card: Fast and convenient, but may have processing fees.

Check: Still used, but slower and easier to lose in the mail.

Wire transfer: Usually reserved for international or very large payments.

invoice24 can present multiple payment options so the client can choose what works best, without extra back-and-forth.

Step 7: Send the invoice the right way

For first-time clients, the best method is usually email to the billing contact with the invoice attached (PDF) or included as a secure link (or both). Keep the email short and professional. Mention the invoice number, amount, and due date in the message so the recipient can understand the request without opening the attachment immediately.

If the client uses a vendor portal, submit it there. If they require a specific subject line format, follow it. Some larger organizations also require you to be “set up as a vendor” before they can pay, so be prepared to provide basic information if requested.

What to write on your first invoice so it doesn’t get rejected

Invoices often get delayed for preventable reasons. Here are the most common issues that cause rejections or slowdowns, and how to avoid them:

Missing PO number

If a client requires a PO number and you don’t include it, accounts payable may refuse to process the invoice. Always ask early and include the PO field prominently when applicable.

Mismatch between invoice and agreement

If your invoice amount or description doesn’t match what was agreed, it triggers review. Reference the project name or statement of work and keep your descriptions aligned with the scope.

Vague descriptions

“Services rendered” is a classic slow-down. Provide specific deliverables, dates, or time ranges so the client can validate the charge quickly.

Incorrect business name or billing address

For some clients, the legal entity name matters. If you invoice “Acme Marketing” but their legal entity is “Acme Marketing LLC,” the accounts team might bounce it back. Use the name the client provides for billing.

Confusing totals

Make sure your invoice clearly shows subtotal, any taxes, discounts, and the final amount due. Keep rounding consistent. A clean summary reduces questions.

No due date or unclear terms

If you don’t specify when payment is due, you might unintentionally give the client permission to pay “whenever.” A due date is a polite boundary. Include it.

Do you need to charge sales tax on your invoice?

Sales tax is one of the most confusing topics for first-time invoicing in the US. The key idea is that sales tax rules vary by state (and sometimes by city or county), and they depend on what you sell and where the sale is considered to occur. Many services are not taxed in many states, but there are exceptions. Many physical goods are taxable, but again the rules vary.

If you sell taxable goods or services, you may need to register for a sales tax permit in the relevant state and then charge and remit sales tax. If you sell to business clients, they may provide a resale certificate or exemption certificate that changes whether tax applies.

If you’re unsure, treat sales tax as an operational question to research early in your business. Invoicing software like invoice24 helps you include a tax line cleanly when needed, but you’ll want to confirm whether tax should be charged for your specific situation.

Do you need to include a W-9? What about 1099s?

Many US clients—especially businesses hiring freelancers—will ask you to fill out a W-9 form. This isn’t part of the invoice itself, but it often comes up during first-time invoicing because companies want your tax details on file before they pay. A W-9 provides your name, business name (if any), address, and taxpayer identification number (such as an SSN or EIN). Clients use this information to prepare tax forms if required.

Later, some clients may issue you a 1099 form (commonly 1099-NEC) if you meet certain criteria. Whether you receive one depends on the client, payment method, and rules that apply to your situation. The important takeaway for invoicing is practical: if a client asks for a W-9 before paying, respond promptly, and keep your business information consistent across documents (name, address, and taxpayer ID).

Even when W-9s are involved, your invoice should remain a normal invoice: clear services, clear amounts, clear due date, and clear payment instructions.

Common first-invoice scenarios and how to handle them

Your first invoice experience depends heavily on the type of client. Here’s how to adapt based on what you’re dealing with.

Invoicing an individual client

If you’re billing a person rather than a company, keep things simple and friendly. Individuals usually pay faster when you offer a convenient online payment option. Use plain-language descriptions, set a short due date (due on receipt or Net 7 is common), and include a brief note thanking them for their business.

Invoicing a small business

Small businesses often have informal processes, but they still appreciate professionalism. Send the invoice to the owner or office manager, include a clear due date, and offer ACH or card payment. If they prefer checks, confirm the mailing address and make sure your invoice includes “Make checks payable to” with your business name.

Invoicing a mid-size or enterprise client

Larger companies frequently require vendor onboarding, a PO number, strict invoice formatting, or portal submission. They may have longer payment terms (Net 30, Net 45, Net 60). In these cases, your job is to match their process while protecting your cash flow with milestones or deposits when possible. Also, be prepared for their accounts payable team to ask for details like remittance address, vendor ID, or banking details for ACH.

Invoicing through a platform or agency

If you’re invoicing a platform, agency, or intermediary, follow their rules precisely. They may have specific invoice templates, required fields, or reporting. Your invoice still needs all standard details, but the submission method may be different (portal upload, in-platform invoicing, or scheduled billing cycles).

How to price and present your work on the invoice

Your invoice isn’t the place to renegotiate price, but it does reinforce how you structure your business. Present your pricing in a way that matches your agreement and feels fair and professional.

Hourly billing best practices

If you bill hourly, include:

Total hours for the billing period

Hourly rate

Brief task summary (either per line item or in a notes section)

For example, instead of listing every micro-task, group them sensibly: “Project management and client updates,” “Research and planning,” “Implementation and testing.” The goal is to show value without overwhelming the client with noise.

Fixed-fee billing best practices

If you bill a fixed price, be specific about what the fixed fee covers. If the project is large, break it into milestones or phases, even if the total remains the same. This helps clients see what they’re paying for and reduces disputes.

Expenses and reimbursements

If you’re billing expenses (like travel, materials, software fees, or shipping), list them separately from labor or services. Include receipts if the client requests them, or mention that receipts are available upon request. Keep reimbursable items clearly labeled so the client doesn’t confuse them with your professional fees.

Payment terms that work well for first-time invoicing

Choosing payment terms is part strategy and part customer experience. Here are terms that often work well for first-time invoicing in the US:

Due on receipt: Best for deposits, small projects, or when you don’t have an established relationship yet.

Net 7: A friendly but firm standard for individuals and small businesses.

Net 15: A common middle ground for professional services.

Net 30: Widely accepted, especially for B2B work.

Milestones: Excellent for projects longer than two to four weeks, reducing risk for both sides.

If you’re unsure, Net 15 or Net 30 is a safe default in many industries. The key is to set the expectation and follow up consistently.

How to follow up on your first invoice without feeling awkward

Following up is part of business. US clients generally don’t consider it rude—especially when your invoice is clear and your tone is professional. A simple process helps:

1) Confirmation follow-up (1–3 days after sending): “Just checking you received invoice INV-0007 and that everything looks good.”

2) Pre-due reminder (a few days before due date): “Friendly reminder that invoice INV-0007 is due on February 10.”

3) Due-date follow-up (on due date): “Invoice INV-0007 is due today—please let me know if you need anything to process payment.”

4) Past-due follow-up (3–7 days after due date): “Invoice INV-0007 is now past due. Could you confirm the payment status and expected date?”

Automated reminders can help you stay consistent without spending mental energy. invoice24 can streamline reminders so you’re not manually tracking dates and drafting messages every time.

What to do if the client pushes back on the invoice

Sometimes a client questions an invoice—not because they’re trying to avoid payment, but because they’re confused, missing context, or dealing with internal policies. Handle it calmly:

Ask for specifics: “Which line item would you like clarified?”

Provide documentation: Link to deliverables, recap work completed, or share timesheets if you billed hourly.

Offer a clear resolution: If there’s a genuine error, correct it and issue an updated invoice with a new invoice number or a clearly labeled revision, depending on your system.

Stay professional: Your tone matters as much as your numbers. Keep everything in writing.

Most invoice issues are solved quickly when the invoice is detailed and your communication is clear.

Getting paid faster: simple tactics that work in the US

If your goal is to reduce waiting time and improve cash flow, these tactics often help:

Send the invoice immediately: The longer you wait, the less urgent it feels to the client.

Offer multiple payment methods: Let clients pay how they prefer.

Make the invoice easy to approve: Clear line items, PO number if required, and no surprises.

Use shorter terms for new clients: Net 7 or Net 15 can be appropriate, especially for smaller engagements.

Request deposits for custom work: A deposit reduces risk and establishes commitment.

Keep your branding consistent: A professional invoice signals legitimacy and reduces hesitation.

invoice24 supports the practical features behind these tactics—clean templates, organized client records, clear totals, and easy payment presentation—so you can move from “first invoice” to “repeatable process” quickly.

Recordkeeping and bookkeeping: why your first invoice matters for taxes

Even if taxes feel far away, your invoicing system becomes the backbone of your financial records. In the US, you’ll typically need to track income, expenses, and profit. Invoices help prove what you earned and when. Good records support accurate tax filing and protect you if questions arise later.

At minimum, keep:

Invoices sent (invoice number, date, amount, client)

Payments received (date, method, amount, which invoice it applies to)

Contracts or statements of work that match your invoices

Receipts for expenses that relate to your work

Tools like invoice24 simplify this because your invoices, client details, and payment statuses live in one place. That makes it easier to export reports, understand outstanding balances, and stay organized during tax season.

Creating a simple invoice template you can reuse

Your first invoice shouldn’t be a one-off masterpiece. It should be the foundation of a consistent process. A reusable structure reduces errors and saves time. A good default template includes:

Header: Your business name and contact info

Client block: Client name, address, billing contact

Invoice metadata: Invoice number, date, due date, PO number field

Line items table: Description, quantity, rate, amount

Summary: Subtotal, tax, discount, total due

Payment options: How to pay and any instructions

Notes: Thank-you message and brief terms

invoice24 is designed so you don’t have to build this from scratch. You can keep your invoice branding consistent, reuse client profiles, and generate professional invoices in minutes.

First invoice checklist

Use this checklist before you hit send. It catches the most common first-invoice mistakes.

Client details: Correct company name, billing email, and address (if needed)

Invoice number: Unique and sequential

Invoice date: Correct and matches your billing period

Due date/terms: Clearly stated

Line items: Clear descriptions, correct quantities and rates

Totals: Subtotal, taxes (if applicable), final total

PO number: Included if required

Payment instructions: Clear and easy

Notes/terms: Professional and consistent

Delivery method: Sent to the correct person or submitted in the correct portal

Example structure for a first-time invoice (without using real numbers)

When you create your invoice in invoice24, it will generally follow a clean structure similar to this:

Invoice: INV-0001

Invoice date: January 28, 2026

Due date: February 12, 2026 (Net 15)

Billed to: Client Company Name, Attn: Billing Contact

Line items:

1) Service or deliverable description — Quantity x Rate = Amount

2) Service or deliverable description — Quantity x Rate = Amount

Subtotal: Amount

Tax (if applicable): Amount

Total due: Amount

Payment: Pay online via invoice link or via preferred method listed

Notes: Thank you message + brief terms

This structure works across many industries and is recognizable to US clients, which helps your invoice feel familiar and easy to process.

Final thoughts: your first invoice is the start of a repeatable system

Invoicing a client for the first time in the US is mostly about clarity, professionalism, and making payment easy. If you include the essential fields, write clear line items, set reasonable terms, and send it to the right person, you’ve done the core job. The rest—late fees, sales tax, W-9 requests, portal submissions—are details that vary by client and industry, and you’ll learn them quickly as you go.

The best approach is to standardize your process early so you don’t have to think too hard each time you get paid. With invoice24, you can create invoices that look professional, include all the fields US clients expect, and streamline the steps from “work completed” to “payment received.” Send your first invoice, follow up calmly if needed, and treat each invoice as a simple, consistent part of running a healthy business.