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Sales Tax Invoice Generator
A US-style invoice with state and local sales tax added at the rate you set.
Your invoice
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Exactly what printsQuick Tool Overview
The Sales Tax Invoice Generator is set up the way US sales tax actually works: tax added to the price at a combined destination rate, non-taxable lines excluded from the taxable subtotal, US Letter paper and month-day-year dates.
- What it does
- Builds a US invoice with sales tax
- You give it
- Your combined rate and the lines
- You get back
- An invoice showing taxable subtotal and tax
- Best for
- US businesses collecting state and local tax
About the Sales Tax Invoice Generator
US sales tax works differently from VAT and GST, and an invoice built for those gets it wrong. Sales tax is added to the price rather than contained in it, it is charged at a combined state, county and city rate that can differ between two addresses a mile apart, and some line items — services, groceries, resale goods — may not be taxable at all while others on the same invoice are.
This builder is set up for that. The tax treatment is exclusive, the label reads Sales Tax, the page is US Letter, dates print in month-day-year, and per-line rates let a non-taxable service sit beside taxable goods with the taxable subtotal calculated from only the lines that are.
Set the combined rate for the ship-to address rather than your own, since most states tax at destination. The invoice shows the taxable subtotal, the rate and the tax as their own lines, which is what a customer with a resale certificate and an auditor both want to see.
Key features of the Sales Tax Invoice Generator
Combined rate
State, county, city and district as one destination rate.
Non-taxable lines
Set exempt lines to 0% so the taxable subtotal is right.
Taxable subtotal shown
The figure an auditor and a resale customer both want to see.
US conventions
Letter paper, MM/DD/YYYY dates and dollar formatting by default.
Exemption noted
A notes field for a resale or exemption certificate number.
How to use the Sales Tax Invoice Generator
-
1
Enter the combined rate
State plus county plus city for the delivery address, as one figure — for example 8.25%.
-
2
Mark non-taxable lines
Turn on per-line tax and set exempt lines to 0%, so the taxable subtotal is right.
-
3
Add the ship-to address
Most states tax at the destination, so the address decides the rate.
-
4
Check the totals block
It shows the taxable subtotal, the rate and the tax as separate lines.
-
5
Print on Letter
Page size and date format are already set for the US.
Frequently asked questions
In most states, the combined state, county, city and district rate at the address the goods are delivered to — destination sourcing. A handful of states use the seller’s location instead. Your state revenue department publishes a rate lookup.
It varies by state. Many states tax few or no services, some tax a defined list, and a few tax most of them. Where a service is not taxable, set that line to 0% rather than reducing the overall rate.
Set the taxable lines to 0%, note the customer’s resale or exemption certificate number in the notes, and keep a copy of the certificate on file. The invoice should show clearly that no tax was charged and why.
Yes. You register with each state where you have nexus, and only then do you collect and remit. Charging tax without registering is not allowed.
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