Selling to US Customers from the UK: What US Clients Usually Ask For (So You’re Not Caught Off Guard)
- Read & Associates
- 4 days ago
- 7 min read
If you’re a UK business owner selling into the US, the first “hard part” often isn’t marketing or even delivering the work.
It’s the moment a US client (or a platform, or a procurement team) asks for “US details” and you realise you’re not sure what they actually mean.
“Do you have a US entity?”
“Can you share your EIN?”
“What’s your business address?”
“Can you send a W-9?”
“Do you have a Certificate of Insurance?”
This post is designed for the awareness stage. It’s not a step-by-step guide to forming anything. It’s a practical heads-up so you can look prepared, keep deals moving and decide whether you actually need to take a US setup step right now.
Key takeaway: US clients usually aren’t trying to make life difficult. They’re following an onboarding process. If you know what they tend to ask for, you can respond quickly and calmly.
Why US clients ask for “US details” in the first place
Most US businesses run vendor onboarding like a checklist. Even smaller companies often copy-and-paste contract templates that include standard requests.
They ask for documentation to:
reduce their own risk
meet internal policy requirements
keep records consistent for accounting and compliance
Sometimes the request is genuinely necessary. Sometimes it’s just what their system asks for by default.
Your job is simply to understand what they’re really asking and reply in a way that keeps the deal moving.
The 8 most common things US clients ask UK sellers for
1) “Do you have a US entity?”
This usually comes up when:
you’re working with a US company that has formal procurement
you’re a vendor in a regulated or higher-risk category
their accounts payable team prefers paying US entities
It doesn’t always mean you need to form anything. In many cases, they just want to know:
who they’re contracting with (you personally vs a company)
where the company is based
what details will appear on invoices
If you’re not set up in the US, it’s often enough to say:
“We’re a UK-based business and can invoice and contract from the UK. If you require a US entity specifically, please let us know what your onboarding policy requires.”
If you are set up, this is where us business registration details can be helpful to share (company name and state, not a long explanation).
2) “What’s your EIN?” (or “Tax ID”)
An EIN is a very common request when the client wants to add you to their accounting system as a vendor.
If you’re set up in the US, this request may relate to your us ein number for uk business operations (especially if you’re invoicing through a US entity).
If you’re not set up in the US, you can usually reply with:
your UK company details and the tax documentation they need for a non-US vendor
confirmation that you can invoice from the UK
A simple clarification that works well:
“Are you onboarding us as a US vendor or as a non-US vendor?”
That question alone often prevents a week of back-and-forth.
3) “What’s your business address?”
This sounds simple, but it’s one of the most common friction points.
Clients may ask for an address because:
it’s required in their vendor setup system
it’s needed on the contract
it’s required for insurance certificates or compliance records
If you operate from the UK, your UK address is usually fine unless their system insists on a US address.
If they insist, ask what type of address they mean:
a mailing address
a legal business address
a US contact address for notices
This is also where founders sometimes get confused about registered agent details. A registered agent is typically about receiving official/legal mail in the state of formation, not serving as a general business address for day-to-day operations.
If you want the plain-English version of what a registered agent does, this is a helpful refresher: What Is a Registered Agent Service for a US Business.
(And if you’re looking for registered agent services usa for uk business, focus on clarity and reliability over the cheapest possible option.)
4) “Can you send a W-9?” (or “tax form”)
This one spooks a lot of UK founders.
In many cases, a US client asks for a W-9 because:
it’s the default request in their system
they assume you’re a US vendor
they don’t have a separate workflow for non-US suppliers
If you’re a UK entity, you may not be providing a W-9 in the way a US vendor would. Rather than guessing, the best move is a calm clarification:
“Happy to provide the correct form. Can you confirm whether you need documentation for a US entity or for a non-US vendor?”
This keeps things professional without turning the conversation into tax theory.
5) “Can you provide a Certificate of Insurance (COI)?”
This is common with US procurement teams and larger clients.
Even if you’ve never been asked for this in the UK, many US contracts include insurance
requirements as standard.
If you don’t have insurance yet, reply with:
“Please confirm the insurance types and limits required and whether you need to be listed as additional insured. We’ll arrange cover and send the COI.”
Most clients are used to vendors arranging insurance after contract review.
6) “How do we pay you?” (banking and payment rails)
US clients often have preferences:
ACH payments
wire transfers
card payments
platform payments
If you’re being paid from the US, banking questions can become a real blocker.
If you’re exploring whether you need US banking, this guide gives a practical overview of what non-residents can expect: Open us bank account online for non resident: Quick Guide to USA Banking.
A key mindset shift:
don’t wait until the contract is signed to think about how you’ll get paid
make payment logistics part of your sales process
7) “Can you share company documentation?”
Some clients ask for:
formation documents
a good standing certificate
proof the company exists and is active
This is more likely when:
the client is enterprise
the contract value is higher
they have strict vendor policies
If you have a US entity, you’ll want to keep basic documentation organised and easy to share.
For ongoing state compliance, the annual report is one of the most common things founders miss. This guide explains what it is and why it matters: Your Guide to the Secretary of State Annual Report.
8) “Where are you operating?” (especially for product sellers)
If you sell physical products, clients or platforms may ask questions related to where you operate, store inventory, or deliver from.
This is often tied to sales tax and multi-state rules.
If you want the simplest overview of what triggers state-level sales tax questions, this is a good starting point: What Is Sales Tax Nexus a Guide for UK Founders in the US.
You don’t need to panic. You just need to know this exists so you don’t get caught off guard later.
What you can do before forming anything (to look “US ready”)
If you’re still exploring and you don’t want to rush into setting up a US entity, here are simple steps that improve your credibility with US clients right away:
Clarify who you’re contracting as (you personally vs your UK company)
Standardise your invoice template (consistent name, address, payment terms)
Create a “vendor pack” folder with:
a one-page company summary
a sample invoice
key policies (if relevant)
a clear payment method and banking details
Write two standard responses you can reuse:
one for “Do you have a US entity?”
one for “Can you send a W-9/EIN?”
Ask one clarifying question instead of guessing
“Are you onboarding us as a US vendor or as a non-US vendor?”
These steps often remove 80% of the friction.
Key takeaway
You don’t need to “do everything US” to sell into the US. You need a clear story, consistent paperwork and calm responses that match how the client is onboarding you.
When it might be time to consider a US setup step
Sometimes the requests you get are a signal that a US setup would help.
Common triggers include:
your biggest clients require a US entity
payment methods are causing repeated friction
you’re doing enough US business that admin is becoming a time drain
you’re hiring or building a US presence
you want to simplify client onboarding at scale
If your next step is to start llc, the best move is to read one complete guide and map the operational steps first, so you don’t get “formed but stuck”.
This is the end-to-end overview: How to Register a Business in the US A UK Founder’s Guide.
FAQ
Do I need a US company to sell to US customers from the UK?
Not always. Many UK businesses sell to the US without forming a US entity. The need usually arises when clients require it, payments become difficult, or you establish a US footprint.
Why do US clients keep asking for EIN or W-9?
Often because their onboarding system defaults to US vendor workflows. Ask whether they are onboarding you as a US vendor or a non-US vendor to avoid confusion.
Will a registered agent solve “address” problems?
Not necessarily. A registered agent is typically for official notices in the state of formation. It’s not always suitable as your operational business address. Learn the difference here: What Is a Registered Agent Service for a US Business.
What’s the easiest way to prevent onboarding delays?
Have a simple vendor pack ready, keep your details consistent across invoices and profiles, and ask one clarifying question before sending tax documentation.
If I decide to form, where do I start?
Start with a full guide that explains the sequence and the operational steps (EIN, banking, compliance) not just the filing: How to Register a Business in the US A UK Founder’s Guide.
Final thought
Most UK founders don’t lose deals because they’re not “US enough”. They lose momentum because a simple onboarding request turns into a long back-and-forth.
If you know what US clients usually ask for, you can respond calmly, keep the deal moving, and make a clear decision about whether you actually need a US setup step right now.
If you want help mapping your next step (stay UK-based and smooth the process, or set up in the US for easier onboarding), Set Up Stateside can help you choose a practical route and avoid unnecessary delays.
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