Are electronic signatures valid on invoices?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.

Do invoices need to be notarized?

Generally no. Invoices are commercial records and typically do not require notarization. Notarization may be needed only if the invoice is used as an affidavit or submitted to a court in support of a claim.

Can I collect payments through an eSignature workflow?

Yes. Many platforms support embedded payment links and request-payments features. Ensure PCI DSS and other payment-security requirements are met when capturing card data.

How do I correct an invoice after sending?

Issue a corrected invoice or credit memo that references the original invoice number. Record both documents in accounting ledgers and notify the recipient to avoid reconciliation errors.

What are acceptable authentication options for signers?

Common options include email verification, SMS codes, and stronger methods like knowledge-based authentication. Choose authentication commensurate with transaction risk and compliance needs.

How can I cancel or revoke an issued invoice?

Send a formal credit memo or cancellation notice that references the invoice number and reason. Maintain a copy of the cancellation and link it to the original invoice for audit trails.

Electronic Signature
Templates
Finance
USSAI Invoice Template

USSAI Invoice Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

USSAI Invoice Template

From (Issuer)

Company Name Address

Phone

Email

Tax ID / EIN

Bill To (Customer)

Client Name Contact / Reference Billing Address

Phone

Email

Client PO / Ref#

Invoice Details

Invoice #: Invoice Date: Due Date:

Payment Terms: Currency:

Itemized Charges

Description	Qty	Unit Rate	Amount

Subtotal

Tax Rate (%)

Tax Amount

Shipping / Handling

Total Due

Payment Instructions & Accepted Methods

Accepted payment methods (check all that apply): Bank Transfer Check Credit Card ACH

Payment Instructions

Terms, Late Payment & Dispute Policy

By issuing this invoice, USSAI certifies that the goods and/or services described were provided in accordance with the governing agreement. Payment is due on the Due Date specified above. Any disputed items must be submitted in writing within seven (7) calendar days of receipt of this invoice; failure to timely dispute shall constitute acceptance of the invoice as rendered.

Late Payment: Amounts unpaid after the Due Date shall accrue interest at the lesser of 1.5% per month (18% per annum) or the maximum rate permitted by law, plus any reasonable collection costs, including attorneys' fees and court costs. Interest and collection costs are cumulative and do not constitute a waiver of other remedies.

Additional Notes / Terms & Conditions

Certification

The undersigned certifies that the information contained in this invoice is true, accurate and complete to the best of their knowledge, that charges are correct and were incurred in the performance of the described services or supply of listed goods, and that no other invoices have been submitted for the same charges.

Issuer Name:

By:

Date:

What the USSAI Invoice Template Is and when to use it

The USSAI Invoice Template is a standardized billing document used to itemize goods or services provided, record amounts due, and establish payment terms between a seller and a buyer. It captures key commercial details such as invoice number, invoice date, bill-to and remit-to addresses, line-item descriptions, quantities, unit prices, taxes, discounts, and the total amount due. The template is suitable for businesses, contractors, and service providers who need a clear, auditable record for accounting, collections, and tax reporting purposes. It can be emailed, printed, stored electronically, or executed digitally with an e-signature solution.

Why a proper USSAI Invoice Template matters

A clear, consistent invoice reduces payment delays, supports tax and audit compliance, and documents the parties’ payment obligations. Using a standardized template improves bookkeeping accuracy and helps enforce payment terms.

Typical users and recipients of a USSAI Invoice Template

Common participants involved in creating, sending, and receiving invoices.

Small business owners and freelancers who bill clients for services or deliverables.
Accounts receivable teams and billing departments managing large volumes of invoices.
Procurement officers and accounts payable staff who review and pay incoming invoices.

Different roles have distinct responsibilities: creators prepare and validate, senders distribute, and recipients verify and remit payment.

Step-by-step: Preparing and sending a USSAI invoice

Follow these sequential steps to create, validate, and deliver the invoice while preserving evidence for accounting.

01

Draft Invoice: Enter all fields and calculate totals, taxes, and discounts.
02

Validate: Confirm customer details and tax treatment before sending.
03

Send: Deliver via email, e-invoicing portal, or postal service with tracking.
04

Record: Log the invoice in accounting software and mark status.

How electronic distribution and eSigning integrate with invoices

This workflow describes common steps when using digital tools to send and optionally sign invoices.

Upload Document: Add the invoice to the eSignature or invoicing platform.
Place Fields: Add signature, date, and payment fields as required.
Authenticate Signer: Choose email link, SMS code, or stronger authentication.
Complete Record: Capture audit trail, signed PDF, and delivery receipts.

Configuring an online invoice workflow

Key configuration items to automate invoice delivery, signature capture, and payment collection.

Field	Configuration
Signature Field	Require signature and date for approval
Authentication	Email link or SMS code for signer identity
Auto-Reminders	Set reminder schedule for overdue invoices
Payment Link	Add payment collection URL or embedded form

Technical options for eSubmission and sharing

Choose delivery channels and integrations that match your accounts payable workflows.

Email: Standard and widely accepted
eInvoicing Portals: Often required by large buyers
API / Integrations: Automates record transfer

Ensure the chosen platform supports required formats (PDF, DOCX) and integrates with accounting systems for reconciliation.

Essential components of a professional USSAI Invoice Template

A professional invoice balances legal completeness with clear layout to speed payment and support recordkeeping.

Header and Branding

Include company legal name, logo, address, and contact information to make it easy for payers to verify origin and remit payment.

Unique Identifier

A distinct invoice number and optional purchase order reference help both parties reconcile payments and maintain audit trails.

Detailed Line Items

Provide a clear description for each charge, quantity, unit price, and subtotal to reduce disputes and support tax treatment.

Tax and Regulatory Info

Show sales tax, VAT if applicable, and seller tax registration numbers when required by jurisdiction or buyer.

Payment Instructions

List accepted payment methods, bank details, remittance address, and any payment portal links to accelerate collection.

Terms and Notes

State payment terms, late fees, return policy, and contact person for billing questions to avoid ambiguity and speed resolution.

Required invoice data fields at a glance

Invoice Number: Unique reference code

Invoice Date: MM/DD/YYYY format

Bill To: Customer legal name

Line Items: Descriptions and quantities

Tax Details: Rate and taxable subtotal

Total Due: Final payable amount

Risks and potential penalties from incorrect invoices

Payment Delays: Disputed or unclear invoices slow collections

Tax Misreporting: Incorrect tax totals risk audit adjustments

Backup Withholding: Missing TIN can trigger 24% backup withholding

Vendor Liability: Incorrect terms may limit collections options

Contract Disputes: Ambiguous descriptions lead to disputes

Regulatory Fines: Industry rules may impose penalties

Common mistakes when preparing a USSAI invoice

Using non-unique invoice numbers resulting in reconciliation failures and duplicate payments.
Omitting tax registration or tax rate details that cause incorrect tax calculation or audit queries.
Failing to include payment instructions or remit-to details, which delays receipt and processing.
Not matching invoice items to purchase orders or contracts, increasing dispute rates and processing time.

Key timing considerations for issuing and following up on invoices

Track invoice dates, payment due dates, and statutory reporting windows to manage cash flow and compliance.

Issue Date:

Date invoice is created and sent

Due Date:

As stated (e.g., Net 30) from invoice date

Reminder Schedule:

Follow-up schedule for overdue payments

Tax Reporting:

Retain records per IRS reporting rules

Dispute Window:

Buyer must raise disputes within stated period

Typical invoice lifecycle milestones

A numbered sequence of events from creation through reconciliation helps teams monitor status and handoffs.

01

Create Invoice

Prepare and validate invoice content before sending

02

Send to Customer

Deliver via chosen channel with delivery evidence

03

Aging and Follow-up

Track due date and initiate reminders if unpaid

04

Payment and Reconciliation

Record payment and clear the receivable in ledgers

Common eSignature pricing and feature snapshot for invoice workflows

Price and feature differences affect per-invoice cost, bulk distribution, and compliance. signNow appears first as a common platform choice for eSignature-enabled invoices.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about the USSAI Invoice Template

Answers to common questions about legal validity, eSigning, corrections, and storage for invoices.

Need help? Contact support

Are electronic signatures valid on invoices?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.
Do invoices need to be notarized?
Generally no. Invoices are commercial records and typically do not require notarization. Notarization may be needed only if the invoice is used as an affidavit or submitted to a court in support of a claim.
Can I collect payments through an eSignature workflow?
Yes. Many platforms support embedded payment links and request-payments features. Ensure PCI DSS and other payment-security requirements are met when capturing card data.
How do I correct an invoice after sending?
Issue a corrected invoice or credit memo that references the original invoice number. Record both documents in accounting ledgers and notify the recipient to avoid reconciliation errors.
What are acceptable authentication options for signers?
Common options include email verification, SMS codes, and stronger methods like knowledge-based authentication. Choose authentication commensurate with transaction risk and compliance needs.
How can I cancel or revoke an issued invoice?
Send a formal credit memo or cancellation notice that references the invoice number and reason. Maintain a copy of the cancellation and link it to the original invoice for audit trails.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now