Invoicing Software for the United States
A buyer's checklist for US businesses: what the IRS says about records and electronic systems, who decides on sales tax, and what Billed does, quoted from its pages.
Invoicing software also holds part of your business records, so the IRS's recordkeeping guidance is a sensible place to begin. On its page about which records to keep (US, last reviewed or updated August 3, 2026), the IRS says: "The electronic accounting software program or electronic system you choose should meet the same basic recordkeeping principles mentioned above."
Sales tax is set closer to home. USA.gov's state taxes page (US, last updated December 11, 2025) says: "Most states and municipalities have a sales tax and charge different percentages on different goods, or not at all for other items." Ask the tax agency in each state where your customers are, and make sure any tool you try lets you add a tax line or leave it off.
Worked example in US dollars, with sample figures and no tax shown, since sales tax turns on the state: a bookkeeper bills a client 14 hours at $60.00, so 14 × $60.00 = $840.00, plus $95.00 of printing the client asked for. The invoice total is $840.00 + $95.00 = $935.00.
Invoicing rules in United States
Local rules change over time; use these themes as a checklist and confirm details with a qualified adviser for your situation.
Documents behind your income
The IRS (US, last reviewed or updated August 3, 2026) says: "You should keep supporting documents that show the amounts and sources of your gross receipts." Check that you can find any invoice again when you need it.
Electronic records
On the same page (US, last reviewed or updated August 3, 2026), the IRS says: "All requirements that apply to hard copy books and records also apply to electronic records." Judge a software tool by the same standard as paper files.
State and local sales tax
USA.gov (US, last updated December 11, 2025) says: "Most states and municipalities have a sales tax and charge different percentages on different goods, or not at all for other items." Ask each state's tax agency before you decide how to show tax.
How long records stay available
The IRS recordkeeping page (US, last reviewed or updated May 1, 2026) says: "You must keep your records as long as needed to prove the income or deductions on a tax return." Check that old invoices stay available for that long.
Billed features
Due Dates
Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay."
Frequently Asked Questions
Invoicing Software in Other Countries
Start Invoicing With Billed
Create invoices, track payments and keep your clients' details in one place with Billed.
At a glance
| What to check | Where to confirm it |
|---|---|
| Documents behind your income | The IRS page on which records to keep |
| Electronic records | The same IRS page |
| Sales tax | Each state's tax agency |
| How long to keep records | The IRS recordkeeping page |
When this isn't for you
If the way you invoice clients today already works for you, there's no need to switch.