Working with clients abroad widens your market, but it also adds questions: which currency, which taxes, which payment method, and what happens if the transfer loses 5% on the way. A few clear rules on your invoice remove most of the friction.
1. Choose the invoice currency
Invoice in a currency that is stable, widely accepted, and usable for you. Many freelancers choose USD or EUR. Write the currency code (USD, EUR) next to every amount, not just a symbol, because "$" can mean several currencies. If you quote in your local currency, state the exchange rate date to avoid disputes. The free invoice generator supports more than 150 currencies.
2. Put complete details on the invoice
- Your legal name, address, and tax or registration number if you have one.
- Your client's full legal name, address, and tax number (needed for business clients in many countries).
- Invoice number and dates in an unambiguous format, such as 9 Oct 2026.
- A precise description of the work and the period it covers.
- Payment terms, due date, and bank details (IBAN and SWIFT/BIC) or the payment link.
3. Understand the tax side
Rules differ widely. Exported services are often exempt or zero-rated, but you usually need evidence such as a contract and the client's tax number. Some countries require a specific mention (for example "reverse charge") on the invoice. Read our guide to understanding sales tax and confirm your case with a local accountant. This article is general information, not tax advice.
4. Pick a payment method and plan for fees
- Bank transfer (SWIFT/SEPA): low fees for larger amounts, slower, and intermediary banks may deduct charges.
- Payment platforms: fast and convenient, with fees and exchange margins to compare.
- Cards and links: easy for clients, usually the highest fees.
State in the invoice who pays the fees. A common wording is "all bank charges are borne by the payer" or "amount received net of fees must equal the invoice total".
5. Protect yourself with terms
Ask for a deposit with new clients, use shorter payment terms (see Net 30 explained), and add a late payment clause. For cross-border sales of goods, a proforma invoice is often required before shipment.
6. Follow up politely and keep proof
Time zones and bank holidays slow payments, so send reminders early using our payment reminder schedule. When the money arrives, send a receipt and keep the transfer confirmation with the invoice.
Frequently Asked Questions
Which currency should I invoice in?
Invoice in the currency you can actually use and your client can easily pay, often USD or EUR. State the currency on every line total and agree on who bears conversion fees.
Do I charge VAT or sales tax to a foreign client?
It depends on your country, your client's country and whether the client is a business. Many countries zero-rate exported services, but you often need proof. Ask an accountant for your case.
How do I avoid losing money on transfer fees?
Say in the invoice who pays bank and platform fees, choose a payment method with predictable costs, and invoice a slightly higher amount if you bear the fees.
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