Free Sole Trader Invoice Template Invoice Template
Running a one-person business means billing clients yourself, and a tidy sole trader invoice makes that effortless. Download our free sole trader invoice template in Word, Excel, PDF, Google Docs, and Google Sheets, add your services and rates, and send a professional bill the same day you finish a job. In the US this setup is usually a sole proprietorship, where business income flows onto your personal tax return.
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| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Consulting services - 10 hrs @ $85/hr | 10 | $85.00 | $850.00 |
| Project setup and onboarding (flat fee) | 1 | $250.00 | $250.00 |
| Monthly maintenance package | 1 | $180.00 | $180.00 |
| Mileage reimbursement - 64 miles @ $0.67/mi | 64 | $0.67 | $42.88 |
| Software/subscription pass-through | 1 | $45.00 | $45.00 |
| Subtotal | $1,367.88 | ||
| Sales tax (8%) | $109.43 | ||
| Total | $1,477.31 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Solo consultants and coaches
- ✓Freelance writers and designers
- ✓Independent tradespeople
- ✓Tutors and instructors
- ✓Market vendors and makers
What to include
- ✓Your name (and DBA if you use one) and contact info
- ✓Your EIN or SSN for tax reporting
- ✓Invoice number and date
- ✓Client name and billing address
- ✓Itemized services, hours, and rates
- ✓Subtotal, any sales tax, and total due
- ✓Payment terms (e.g., Net 15) and accepted methods
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for sole trader invoice template
- ✓ Get an EIN from the IRS for free so you can put it on invoices instead of your SSN.
- ✓ Set aside roughly 25-30% of income for federal self-employment and income tax and pay quarterly estimates.
- ✓ Use a consistent, sequential invoice numbering system to keep your bookkeeping clean.
- ✓ Charge sales tax only if your state taxes your specific service or product, and register for a permit first.
- ✓ Note that as a sole proprietor your business and personal finances are legally the same, so keep separate bank records for clarity.
Sole Trader Invoice Template invoice FAQ
What is a sole trader in the US?
In the US the equivalent term is a sole proprietor: an unincorporated one-person business. You report business profit on Schedule C of your personal Form 1040 and pay self-employment tax.
Do I need an EIN to invoice as a sole proprietor?
Not strictly; you can use your SSN. But a free EIN from the IRS protects your SSN and is required if you hire employees or want certain business accounts.
Do sole proprietors charge sales tax?
Only if your state taxes what you sell. If so, register for a sales tax permit, collect the correct state and local rate, and remit it on schedule. Many professional services are exempt.
How do I handle taxes on my invoice income?
Track all invoiced income, deduct business expenses on Schedule C, and pay quarterly estimated taxes to cover income and self-employment tax. Set aside about 25-30% of net income to be safe.
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