Virginia Invoice Generator (2026)

Free professional invoice with line items, sales tax, discounts, payment terms and late-fee notice. No watermark, no signup.

Updated October 27, 2026≈ 4 minReviewed against State sales-tax regulations · 26 C.F.R. § 1.6001-1

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Free · no watermark, no signupBlank PDF (free, no account)

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What you'll get

Sample first page of the Invoice Generator. Your answers fill in the blanks; the clauses required in Virginia are added automatically.

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What this document covers

Your business details and tax ID
Client and invoice number
Invoice date, payment terms and due date
Line items with quantity and unit price
Discount and shipping
Sales tax with permit number (registered sellers only)
Amount already paid and balance due
Remit-to bank or mailing details
Late-fee notice
Currency (USD, CAD, EUR, GBP, MXN)

Virginia rules that this document follows

Sales tax	Charge sales tax only if you hold a Virginia seller's permit / sales-tax registration; the permit number should appear on the invoice. Goods are generally taxable; services are broadly taxable in HI, NM, SD and WV and partially in TX, CT and others. Enter your combined state + local rate from the Virginia Department of Revenue.Source: State sales and use tax law; e.g., Tex. Tax Code § 151.007; N.Y. Tax Law § 1101(b)(3); Cal. Rev. & Tax. Code §§ 6011-6012
Shipping charges	Taxable in many states when part of a taxable sale (TX, NY, NJ, WA, PA); in CA only if not separately stated or above actual cost. Tick "Shipping is taxable" to include it in the tax base.Source: State sales-tax regulations
Late fees	Late charges to consumers count as interest in most states — keep them at or below the state legal rate. Business-to-business late fees are generally enforceable if reasonable.Source: e.g., Cal. Civ. Code § 1671; N.Y. Gen. Oblig. Law § 5-501
Record keeping	Keep invoices at least 3 years (IRS); 4 years for sales-tax audits in most states.Source: 26 C.F.R. § 1.6001-1

Rules current as of 2026-10-27. Statutes change; verify before relying on them.

How to use this Invoice Generator in Virginia

Number invoices sequentially, state clear payment terms and a due date, and give remit-to details (bank or mailing address) so the client can pay without asking. Add sales tax only if you hold a Virginia seller's permit, and print the permit number. Send the PDF by email and keep a copy for your records.

Frequently asked questions

Is the invoice generator really free?

Yes. No watermark, no account, no limits. If you also need contracts or payroll documents, those are priced per document.

Do I need to charge sales tax in Virginia?

Only if you are registered with the Virginia Department of Revenue (seller's permit). Goods are generally taxable; services vary by state. Enter your combined state + local rate and your permit number; if you are not registered, leave the tax rate blank — collecting "sales tax" without registration is an offense in most states.

Can I charge a late fee?

Yes for business customers, if the fee is stated on the invoice before the sale and is reasonable. For consumers, late charges are treated as interest in most states and must stay within the state legal rate.

Other names

invoice template
invoice maker
free invoice
billing statement
bill template
freelance invoice
receipt maker
sales invoice

Other states

FormsByState provides self-help document templates and general information, not legal advice. We are not a law firm. For advice about your situation consult a licensed attorney in your state.