State and local, not one federal rate
If you must charge sales tax, name it clearly (e.g. “Sales tax — TX”) and show the amount. Keep descriptions specific so auditors and clients understand the supply — see what to include.
Canadian GST/HST is a different system — do not paste those rates onto a US bill. See Canada HST only for contrast. For a general tax-line pattern across markets, skim VAT on invoices.
Nexus and when to leave tax blank
No nexus or a non-taxable service often means no sales-tax line. Clear Taxes rather than inventing a percentage. Marketplace or remote-seller rules can change the answer — confirm before you send.
This free generator formats PDFs — it does not determine economic nexus, collect tax for you, or file state returns.
State examples (confirm your rate first)
Illustrative only — cities and districts can add local tax. Name the jurisdiction on the tax line so clients and bookkeepers understand the charge.
- Many B2B services: no sales tax line until your adviser confirms taxability
- Physical goods: rate often depends on ship-to state and local rules
- SaaS and digital services: rules vary by state — do not copy another state’s rate
- Marketplace sales: collection may be the platform’s responsibility, not yours
What else belongs on the USD PDF
Same spine as any clear invoice: parties, unique invoice number, dates, itemized lines, payment terms, and how to pay. Sales tax is optional — identity and totals are not.
Contractors and freelancers billing W-9 / 1099 clients should keep line items readable so bookkeepers can map labour vs materials.
In the editor
Open a US-friendly generator or create an invoice, add a logo if you want, add a tax line only when you should, then PDF — no signup.
Freelancer habits: how to invoice as a freelancer. Steps: how to create an invoice.
- Unique invoice number — never reuse
- Add sales tax only after you confirm the rate
- Keep PDF copies with your records
Create yours free online (next step)
Start on /us for USD defaults, or jump to the simple invoice generator. Prefer a proposal first? Use a US estimate or quote, then convert when payment is due — invoice vs estimate.
Disclaimer
Nexus and taxability are complex. This page helps format PDFs — it is not tax or legal advice. Confirm with a US tax professional or state guidance.