What must an invoice to a US company include?
US companies have no single legal invoice format for foreign vendors, but their accounts payable teams reject invoices that are missing basics. Your own country may also set mandatory fields for tax purposes, so treat this list as the minimum.
- Your full legal name or business name, address and country
- Your tax ID in your home country, and VAT/GST number if you are registered
- The client's exact legal entity name and address (often a Delaware company, not the brand name)
- A unique, sequential invoice number
- Invoice date, service period and due date
- A description of the work: hours or milestones, rate and quantity
- Currency stated explicitly (for example USD), subtotal and total
- Payment details: bank name, account holder, IBAN or account number, SWIFT/BIC, and any reference the client must quote
- A PO number or contract reference if the client uses one
Do you add sales tax or VAT to invoices for US clients?
The US has no national VAT, and state sales taxes generally don't apply to services you perform outside the US for a US business. US clients therefore don't expect a tax line from a foreign contractor.
Your home country decides the VAT/GST side. Many countries treat services exported to a foreign business as zero-rated or outside the scope of VAT, and some require a note on the invoice saying so. If you are VAT-registered, ask your accountant for the exact wording your tax office expects.
Income tax is separate: you usually declare what you invoice as business income in your country of tax residence.
Why does a US client ask for Form W-8BEN?
Form W-8BEN tells the US payer you are not a US person. Without it, they may have to withhold 30% of certain US-source payments. Services performed entirely outside the US are generally foreign-source income, and the form documents that. Individuals use W-8BEN; companies use W-8BEN-E.
You give the form to the client, not to the IRS. Send it before or with your first invoice so payment isn't held up.
What is the best way to receive payment from a US company?
The right method depends on what your client can send and what you can receive in your country. Compare the total cost, including the exchange-rate margin, not just the headline fee.
| Method | How it works | Watch out for |
|---|---|---|
| International wire (SWIFT) | Client's bank sends USD to your bank | Sender, intermediary and receiving fees; poor bank exchange rates |
| Multi-currency account (Wise, Payoneer and similar) | You get local US account details; client pays like a domestic transfer | Availability and limits vary by country; conversion fees |
| Contractor platform (Deel, Remote, Oyster and similar) | Client pays the platform, which pays you | Client chooses it; withdrawal fees and FX margins |
| PayPal | Payment to your email | High fees on business payments and currency conversion |
What payment terms should you put on your invoice?
Put the terms in the contract and repeat them on the invoice: due date (Net 15 or Net 30 are common), currency, who pays transfer fees, and what happens if payment is late. Billing in USD moves currency risk to you; billing in your own currency moves it to the client.
Keep invoices and payment records for as long as your tax office requires, often five years or more.
What can you do when a US client pays late?
Most late payments are process problems: a missing W-8BEN, a missing PO number or the wrong legal entity name.
- Send a polite reminder on the due date, attaching the invoice again
- Check the invoice reached accounts payable, not only your manager
- Refer to the late-payment terms in your contract
- Pause new work if the contract allows it
- For larger sums, ask a lawyer about a formal demand letter
Frequently asked questions
+Can I invoice a US company without a US bank account?
Yes. US companies can pay foreign bank accounts by international wire, and many contractors use a multi-currency account to receive USD more cheaply.
+Should I invoice in USD or my local currency?
Either works if the contract says so. USD is simpler for the client; your own currency protects you from exchange-rate swings.
+Do I need to register a company to invoice a US client?
Not in most countries, but rules differ. Many people invoice as self-employed individuals; check your local registration requirements.
+Does a US client send me a 1099?
Usually not. Form 1099-NEC is for US persons. Foreign contractors provide a W-8BEN instead.
+Is there an invoice template for international contractors?
Any template works if it contains the fields listed above. Many accounting and payment tools generate compliant invoices for you.