Are you a freelancer wondering how to invoice international clients? You’re in the right place! Invoicing international clients can be different from domestic clients. You’ve got to think about currencies, payment terms, and how to get paid. This blog post has all the info you need to invoice international clients easily. We’ll explain what goes into an international invoice, discuss things you must remember when dealing with clients from different countries, and share some handy tips for clear communication. We’ll also share free tools you can use to send invoices in various currencies and get paid without losing money on transaction fees. Whether you’re a writer, designer, consultant, or any other freelancer working globally, get ready to learn all about international invoicing and make invoicing easier in the process. Let’s get started!
Table of Contents:
What is International Invoicing?
When freelancing or running a business serving clients beyond your country’s borders, international invoicing becomes an important aspect of your financial operations. But what exactly does it entail? International invoicing refers to the process of billing clients who are located in different countries from where your business operates. It involves sending invoices that comply with your country’s and client’s regulations and standards. International invoicing encompasses various elements, including currency conversions, tax considerations, compliance with global trade laws, and accommodating different payment methods.
Differences between Domestic and International Invoicing:
| Domestic Invoicing | International Invoicing | |
| Currency | Typically conducted in the local currency (e.g., USD) | Requires invoicing in different currencies based on client location |
| Taxation | Subject to local tax laws and regulations | May involve VAT (Value Added Tax) or GST (Goods and Services Tax) compliance for cross-border transactions |
| Legal Compliance | Governed by domestic laws and regulations | Requires adherence to both domestic and international trade laws and regulations |
| Payment Methods | Often limited to local payment options | Requires accommodating diverse payment methods used globally |
| Language and Communication | Invoices are typically in the local language | May require translation or multilingual invoices for clear communication |
| Processing Time | Faster processing due to familiarity with local systems | Longer processing times due to currency conversions and international banking processes |
How to Make an International Invoice:
Invoicing your international clients doesn’t have to be a long process. You can simplify the process and ensure quick payments with the right tools and a clear understanding of what information to include. Let’s look into the steps to create an international invoice that ticks all the boxes:
1. Use Invoicing Tools:
One of the easiest and most efficient ways to create international invoices is by using invoicing tools like CheckYa. CheckYa simplifies the invoicing process by allowing you to send invoices to clients across the globe in over 135 currencies. Here’s why you should consider tools like CheckYa:
- Send Invoices in your client’s Currency: With CheckYa, you can bill your international clients in their preferred currency, making it easier for them to understand and process payments.
- Multiple Payment Options: CheckYa integrates seamlessly with payment gateways like Stripe and PayPal, enabling your clients to pay using their preferred methods, such as Apple Pay, Google Pay, ACH, Credit Card, Debit Card, PayPal, etc.
- Pass Processing Fees to Clients: One of CheckYa’s standout features is the ability to pass PayPal and Stripe processing fees to your clients. This means you don’t have to bear the brunt of transaction fees, allowing you to receive the full invoice amount.
- Centralized Invoicing Dashboard: With CheckYa, you can manage all your invoices from one centralized dashboard. You can send reminders for due payments, track paid, unpaid, and overdue invoices, and maintain a clear overview of your financial transactions.
2. Necessary Information to Include:
When creating an international invoice, it’s essential to include all the pertinent details to facilitate smooth transactions and avoid misunderstandings. Here’s a checklist of the information you should include:
- Contact Information: Provide contact details for yourself and your client, including names, addresses, phone numbers, and email addresses.
- Invoice Number and Issued Date: Assign a unique invoice number and specify the date of sending invoice for easy reference and record-keeping.
- Detailed Product/Service Description: Provide a overview of the goods or services provided, including any relevant specifications or details.
- Quantity, Price, and Currency: Specify the quantity of goods or services rendered, the unit price, and the currency used for billing.
- Terms of Payment and Methods: Specify the due date for payments and the accepted payment methods and any applicable late fees. Additionally, outline the accepted payment methods and provide relevant payment instructions.
- Shipping Details: If applicable, include shipping information, such as shipping method, delivery address, and associated costs.
3. What to Consider When Sending International Invoices:
Sending invoices to international clients requires careful consideration of various factors to ensure smooth transactions and compliance with regulations. Here are some key aspects to keep in mind:
1. Currency:
Currency exchange rates fluctuate constantly, impacting the value of your invoices and the amount your clients need to pay. When invoicing international clients, consider billing them in their local currency to simplify transactions and avoid confusion. Be mindful of exchange rate fluctuations and potential currency conversion fees, which could affect your bottom line.
2. Taxation:
Tax regulations vary from country to country, and it’s essential to understand the tax implications of invoicing international clients. Depending on the nature of your business and the countries involved, you may need to account for Value Added Tax (VAT), Goods and Services Tax (GST), or other applicable taxes. Ensure your invoices comply with local tax laws and include any necessary tax information to avoid potential penalties or disputes.
3. Payment Terms:
Establish clear payment terms to minimize misunderstandings and ensure timely payments. Specify the due date for payment, any applicable late fees or penalties for overdue payments, and the accepted payment methods.Offer multiple payment options to meet your client’s needs and ensure faster transactions. Tools like CheckYa allow your clients to pay via Apple Pay, Google Pay, Credit/Debit Card, PayPal, ACH etc.
4. International Trade Regulations:
Familiarize yourself with international trade regulations and compliance requirements to avoid potential legal issues or delays in receiving payments. Be aware of export controls, sanctions, and other restrictions that may apply to the goods or services you’re invoicing for, especially if they involve cross-border transactions.
5. Language and Cultural Differences:
Communication is key when invoicing international clients, particularly regarding language and cultural differences. Ensure your invoices are clear, concise, and easily understandable, considering that English may only be the primary language for some clients. Be sensitive to cultural nuances and preferences, adapting your communication style and approach accordingly.
6. Payment Processing Fees:
Consider any payment processing fees associated with receiving international payments, such as currency conversion fees or transaction charges imposed by payment gateways. Consider whether to absorb or pass these fees on to your clients, factoring them into your pricing strategy accordingly.
Conclusion:
International invoicing might seem tricky, but with the proper knowledge and tools, you can handle it like a pro and open up new opportunities worldwide. However, with the steps outlined above and tools like CheckYa, you can invoice international clients quickly and get paid without losing payment processing fees. 
