What needs to go on an invoice depends on where you do business and whether you are registered for sales tax, GST, or VAT. This guide covers the essential baseline fields required on every invoice, additional details for trade contractors, and statutory tax rules published by revenue authorities in eight countries.
On every invoice
Regardless of your trade, industry, or location, every commercial invoice should clearly state:
1. Business detailsYour trading name, physical address, email address, and phone number.
2. Customer detailsCustomer name, billing address, and contact details.
3. Unique invoice numberA sequential number that uniquely identifies the document.
4. Invoice and due datesThe date issued and the exact payment due date or agreed payment terms.
5. Line item descriptionsClear descriptions of each service or product, with quantities and unit prices.
6. Totals and taxesSubtotal, applicable taxes (with registration numbers), and final balance due.
7. Payment instructionsBank transfer details, direct deposit info, or check mailing address.
Trades and contractors
Trade jobs often require additional job-specific details to support building permits, warranty validation, and client records:
License and registration numbers: Contractor license number, electrical license, or plumbing certificate where state or local law requires it on stationery.
Job site address: The physical property address where the work was performed, especially when different from the customer billing address.
Labor and materials breakdown: Itemizing hours worked and physical materials installed so the client sees exactly what they are paying for.
Permit fees and pass-through costs: City or county inspection fees and utility connection charges listed as distinct lines.
Change orders: Written variations or additional work agreed during the project recorded as individual line items with dates.
Statutory requirements by country
Your tax office's rules decide this. Here is what they publish for invoices issued in each jurisdiction:
United StatesView rules →
Recommended details for US invoices
Every invoice
Your business name and contact details
Invoice number
Customer name
A description for every line
Payment details (how to pay you)
Your license number, if your state requires it on invoices
Rates and rules from Canada Revenue Agency as of 2026-10-14. Check what applies to your business. This template does not constitute legal or tax advice.
Canadian provincial tax requirements:
Canada applies GST (5%), HST (13% or 15%), PST (6% to 7%), or QST (9.975%) depending on the customer's province. In Quebec, invoices must also comply with French language provisions under the Charter of the French language.
Rates and rules from Australian Taxation Office as of 2026-10-14. Check what applies to your business. This template does not constitute legal or tax advice.
Doing business outside the countries listed above? Some jurisdictions mandate electronic invoicing networks (such as PEPPOL, CTC clearance, or government tax agency portals) for business-to-government (B2G) or enterprise transactions.
These templates generate standard PDF and printable documents for commercial, freelance, and trade billing. For any other currency or custom sales tax rate: