How to Invoice as a Freelancer in the US (W-9 and 1099)

Getting paid on time starts with a clear invoice. For freelancers and independent contractors in the United States, it also connects to a few tax forms your clients will ask about.

This guide covers what to put on the invoice, how to set terms, and the W-9 and 1099 basics. You can create a professional invoice in minutes with our free invoice generator: no sign-up, and drafts stay on your device. For the general version of this guide, see how to make an invoice.

Freelance invoice

A freelance invoice is a dated request for payment that lists the services an independent contractor provided, what they cost, when payment is due and how to pay.

What to Include on a Freelance Invoice

• Your details: name or business name, address, email and phone.
• Client details: company name, contact person and address.
• Invoice number: unique and sequential, such as 2026-014.
• Invoice date and due date: or payment terms like “Net 30”.
• Itemized services: description, hours or quantity, rate and line total.
• Total due: with any discount, sales tax (if applicable) and amount already paid.
• Payment instructions: ACH, check, card link or payment app.
• Optional: purchase order (PO) number, project name, late fee terms, a thank-you note.

Payment Terms That Get You Paid Faster

Agree on terms before you start, put them in your contract and repeat them on every invoice. If you charge a late fee, state it upfront; limits on late fees and interest vary by state.

The W-9: What It Is and When to Send It

Form W-9 gives a client your legal name, business type and taxpayer identification number (your Social Security number or an EIN). Businesses use it to report what they pay you. Many freelancers get a free EIN from the IRS so they don’t have to share their Social Security number with every client.

Form 1099-NEC and 1099-K Explained

Two things to remember: you must report all of your income, whether or not you receive a 1099; and the same payment shouldn’t be reported twice. Keep your own records of every invoice and payment.

Sales Tax on Services

There is no national sales tax in the US. Whether you charge sales tax on services depends on the state and the type of service: many states don’t tax most professional services, while some tax certain digital products and services. Check your state’s department of revenue before adding tax to an invoice.

Quarterly Estimated Taxes

Clients don’t withhold tax from contractor payments, so freelancers usually pay estimated taxes four times a year, covering income tax and self-employment tax (Social Security and Medicare). Setting aside a share of every payment in a separate account makes those deadlines painless.

Step by Step: Send Your First Invoice

1. 1

   Step 1: Agree on scope, price and terms

   In writing, before any work starts.

2. 2

   Step 2: Send your W-9 if the client asks

   Once, through a secure channel.

3. 3

   Step 3: Create the invoice

   Use our invoice generator to add your logo, line items, tax and payment details, then download a PDF.

4. 4

   Step 4: Send it with a short email

   Our 30 ChatGPT prompts for small business include ready-made invoice and reminder emails.

5. 5

   Step 5: Follow up on the due date

   A polite reminder the day after the due date recovers most late payments.

6. 6

   Step 6: Record the payment

   Mark it paid and keep a copy for tax time.

If you send dozens of invoices a month, the reminders and bookkeeping can run on their own. See how we build business process automation, and estimate the time you’d save with the automation ROI calculator.