Subscription & SaaS Invoice Generator
Create a professional subscription or SaaS invoice with billing period, plan, proration and next billing date fields — plus state sales-tax guidance — then download as a clean PDF, free.
Your Business Information
Client Information
Brand Your Invoice
Invoice design
Invoice Details
Line Items
Sales tax (varies by state — see FAQ) is applied only to line items with the “Sales tax (varies by state — see FAQ)” box ticked.
Signature
Add your authorized signature. It will only appear on the invoice preview and PDF if you actually sign.
Preview:
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| Invoice Date | — |
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Pro Plan — monthly subscription (billing period above) | 1 | $0.00 | $0.00 |
| Additional seats (prorated) | 1 | $0.00 | $0.00 |
| Credit — unused time on previous plan (prorated) | 1 | $0.00 | $0.00 |
| Usage overage — API calls / storage above included quota | 1 | $0.00 | $0.00 |
| Premium support add-on (monthly) | 1 | $0.00 | $0.00 |
| One-time onboarding & setup fee | 1 | $0.00 | $0.00 |
| Subtotal | $0.00 |
| Total | $0.00 |
Subscription invoice generator for US SaaS, memberships and recurring billing
Create a US subscription invoice for SaaS, software licences, memberships, hosting, support retainers, usage overages, subscription boxes and other recurring billing models. The PDF includes billing period, plan, seats, proration, subscription ID, payment method and next billing date.
US subscription invoices need more state-specific care than a generic recurring invoice. There is no federal VAT, but sales tax on SaaS, digital goods, data processing and memberships changes by state, by customer type and sometimes by whether the line is software, support, setup, usage or a separately stated professional service.
What a US subscription invoice should include
A useful recurring invoice lets the customer reconcile the charge to the service period, plan and account. That matters for finance teams reviewing seat changes, automatic card charges, annual prepayments, credits and usage overages.
- Business name, address, EIN or tax ID if you normally disclose it, and payment details.
- Customer billing entity, subscription or account ID, purchase order and department if required.
- Billing period from and to, plan name, billing cadence and next billing date.
- Seats, users, licences, usage tier, storage, API calls or other quantity metric.
- Proration charges and unused-time credits shown on separate lines with date ranges.
- Sales-tax treatment by state, with taxable and non-taxable lines separated when rules differ.
SaaS sales tax is state-by-state
Do not treat the United States as one subscription-tax market. Texas treats many cloud and data-processing charges as taxable data processing and says providers should collect state and local tax on taxable services. New York generally treats electronically delivered prewritten software as taxable software. Other states exempt many SaaS charges, tax only consumer digital goods or apply special rates.
Because nexus, sourcing and exemption certificates matter, leave the default tax rate at zero until you confirm the customer state and product category. If one invoice mixes taxable SaaS, non-taxable consulting, setup or support, use separate lines so the tax position can be reviewed.
Proration, credits and auto-renewal clarity
For upgrades, added seats or mid-cycle changes, show the prorated charge as its own line and include the date range. For downgrades, show unused time as a negative credit line rather than burying it inside a discount.
The invoice is not a substitute for signup disclosures under federal or state auto-renewal laws, but it should still show the next billing date, the amount charged or due and the plan being renewed. That reduces support tickets and helps enterprise buyers match the charge to contract terms.
Invoice, receipt or billing statement
Use an invoice for an amount due or an automatic charge tied to a service period. Use a receipt to confirm payment. Use a billing statement when an enterprise account needs several subscriptions, credits and usage charges summarized together.
United States Invoice Generator