How to Invoice Clients as an LLC
Forming an LLC changes what goes on your invoices. You're no longer billing as an individual — you're billing as a business entity. Here's exactly what to include, what to change from your old invoices, and common mistakes to avoid.
What name goes on an LLC invoice?
Your invoices should show your LLC's legal name — the name registered with your state. For example: Smith Creative LLC, not just John Smith.
If you operate under a DBA (Doing Business As) trade name, you can show either:
- • Your LLC name only:
Smith Creative LLC - • Your DBA only (if registered):
Pixel Studio - • Both:
Pixel Studio (Smith Creative LLC)
Important: consistency with your bank account
The name on your invoice should match the name on your business bank account. If your bank account is under “Smith Creative LLC” and your invoice says “John Smith,” some clients' accounting departments may flag it as a mismatch and delay payment.
Do I put my EIN on invoices?
You're not legally required to put your EIN on invoices in most cases. However:
- • Corporate clients paying over $600/year will likely ask for your EIN (or SSN for sole proprietors) when sending a W-9 for 1099 reporting. Provide it via W-9, not on invoices.
- • Government clients often require your EIN or vendor registration number on invoices.
- • International clients may request a tax ID for their records — provide it when asked.
General rule: don't put your EIN on invoices by default. Share it via W-9 when clients request it for tax purposes.
What address should I use?
Use your LLC's registered business address— ideally your registered agent's address or a business address, not your personal home address.
If you operate from home, you have a few options:
- • Use your home address (simplest, but exposes your home address to clients)
- • Use a virtual mailbox address (~$15-20/month — Anytime Mailbox, PostScan Mail)
- • Use your registered agent's address if your state allows it on invoices
- • Rent a PO Box or UPS Store mailbox ($100-150/year)
Complete LLC invoice checklist
LLC legal name (or DBA)
Exactly as registered — include 'LLC' at the end.
Business address
Your registered business address, not personal if possible.
Business email / phone
Use a business email, not a personal Gmail.
Invoice number
Sequential — INV-001 or your preferred format.
Invoice date
The date you issued the invoice.
Due date
When payment is expected — Net 14, Net 30, or specific date.
Client's legal name and address
Match what's on your contract with them.
Line items with descriptions
Each service/deliverable, hours/units, rate, total.
Subtotal, tax, and total
Apply sales tax only if required in your state for your service type.
Payment instructions
Your LLC business bank account details, not personal.
Should I charge sales tax as an LLC?
This depends on your state and the type of services you provide. In the US:
- • Most services (consulting, design, writing, photography) are not taxable in most states.
- • Software and SaaS is taxable in many states.
- • Physical goods are almost always taxable.
- • New York, Washington, Hawaii, and a few others tax a broader range of services.
If you're unsure, check your state's department of revenue website or consult a CPA. As an LLC, getting sales tax wrong has real consequences — don't guess.
Common LLC invoicing mistakes
✗ Using your personal bank account for business payments
Open a separate business checking account in your LLC's name. Commingling funds is the #1 way to 'pierce the corporate veil' and lose your LLC's liability protection.
✗ Signing invoices as yourself, not as LLC manager
If you add a signature line, sign as 'John Smith, Managing Member, Smith Creative LLC' — not just 'John Smith'.
✗ Using a personal email address on business invoices
Get a business email at your domain (e.g. john@smithcreative.com). It costs $6/month with Google Workspace and looks professional.
✗ Not keeping invoice records
Your LLC needs to maintain business records. Keep copies of all invoices for at least 7 years for tax purposes.
Payment instructions on an LLC invoice
Always list your LLC business account details — not your personal account. Include:
- • Bank name
- • Account name:
Smith Creative LLC - • Account number and routing number (for ACH/bank transfer)
- • Or your PayPal business account / Stripe payment link / Wise business account
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