How to Invoice International Clients: Currency, VAT/GST &

Expanding globally boosts revenue—but international invoicing adds complexity: currency selection, tax rules (VAT/GST/withholding), payment methods, language, and legal terms. This step‑by‑step guide shows you how to get paid accurately and on time—with practical examples and a copy‑ready checklist.

Note: This article is general information, not legal or tax advice. Consult a qualified professional for your specific jurisdiction.

1) Pick the right currency (and control FX risk)

Options

Bill in your currency: Simple bookkeeping; client bears FX + conversion fees.
Bill in client currency: Easier for the client; you bear FX swings.
Bill in a third currency (USD/EUR): Neutral ground for some industries.

Best practices

Confirm currency in the contract/PO and display it prominently on the invoice.
Lock the exchange rate on issue date to avoid disputes over fluctuating totals.
Add a short clause:
“All amounts are payable in EUR. Exchange rates are fixed as of the invoice issue date.”

Invoice Master tips

Set a client default currency; enable “Lock exchange rate on issue date.”
Show optional dual‑currency footers for transparency.

2) Handle VAT/GST and withholding taxes (without headaches)

Determine tax treatment

Where is the supply? (place‑of‑supply rules differ for goods vs services)
B2B or B2C? B2B often uses reverse charge; B2C frequently requires local VAT/GST.
Withholding tax (WHT): Some countries require clients to withhold part of the invoice.

What to put on the invoice

Your legal name, address, and tax ID (e.g., VAT ID/GSTIN).
Client tax ID (when required).
Tax breakdown (rate, base, amount) or reverse‑charge note if applicable.
If WHT applies, show gross, WHT, and net payable.

Copy‑ready reverse‑charge lines

EN: “VAT reverse charge—customer liable for VAT under Article 196 EU VAT Directive.”
DE: “Steuerschuldnerschaft des Leistungsempfängers (Reverse‑Charge, Art. 196 MwSt‑RL).”
ES: “Inversión del sujeto pasivo (art. 196 Directiva del IVA).”

Invoice Master tips

Add required tax IDs and notes in your invoice template once—reuse forever.
Use tax profiles (VAT/GST/zero‑rated) per client or item.

3) Choose cross‑border payment methods clients actually use

| Method | Speed | Typical Fees | Best For | Notes | |---|---|---:|---|---| | Card / Wallet (Stripe) | Instant–T+2 | 2–3%+ | Services, remote work | Great UX, supports Apple/Google Pay where available. | | SEPA Credit Transfer (EU) | T+1 | Low | EUR intra‑EU | Add IBAN & BIC to invoice. | | ACH (US domestic) | T+1–T+3 | Low | US clients | Not cross‑border; for US payers only. | | SWIFT Wire | T+1–T+5 | Bank fees | Larger invoices | Share full bank details; warn about intermediary fees. | | Account‑to‑Account/Local Rails | T+0–T+2 | Low | Some corridors | Availability varies by country. |

Fee transparency clause

“Bank or intermediary fees are the responsibility of the payer unless otherwise agreed.”

Invoice Master tips

Toggle Pay Now buttons via Stripe for instant card/wallet payments.
Add bank details to your payment terms block for transfers.

4) Write terms that prevent disputes

Include these on every international invoice (and contract):

Due date & terms: “Net 7 / Net 15 / Due on receipt.”
Late fees: “1.5% per month after 10 days past due” (or as allowed by law).
Currency & fees: Who bears FX and bank charges.
Deliverables acceptance: “Invoices deemed accepted if no dispute within 7 days.”
Jurisdiction & governing law: Choose venue for disputes.
Retention of title (goods): Ownership passes on full payment.
Incoterms® (goods): e.g., DAP, DDP.

5) Mind language & localization

Send invoices in the client’s language where possible.
Translate key labels (Due Date, Tax ID, Reverse Charge) and footer notes.
Keep item descriptions clear and jargon‑free.

Invoice Master tip
Use Multilingual Invoicing to set a client’s language and auto‑translate invoice labels; preview PDFs before sending.

6) Attach the right supporting documents

PO or contract/SOW (match scope & currency).
Timesheets / delivery notes for services.
Commercial/pro‑forma invoice, packing list, and Incoterms® for goods.
Any tax exemption or WHT certificate your client requires.

Invoice Master tip
Attach files to public invoice links so approvers and AP teams have everything in one place.

7) Automate reminders, recurring billing & record‑keeping

Reminders: before due, on due, and after due (3/7/14 days).
Recurring invoices for retainers/maintenance; pair with auto‑pay.
Exports & backups: monthly CSV/PDF ZIPs for your accountant and audits.

International invoicing checklist (copy & use)

[ ] Contract/PO confirms currency, price, Incoterms® (if goods).
[ ] Client country, B2B vs B2C, and tax treatment identified.
[ ] Your and client tax IDs on the invoice; reverse‑charge note if needed.
[ ] Payment method offered (card/wallet + bank transfer details).
[ ] Due date, late fees, and fee responsibility (FX/bank charges) stated.
[ ] Exchange rate locked on issue date (if applicable).
[ ] Invoice language matches client preference; labels translated.
[ ] Required attachments added (PO, SOW, timesheets, shipping docs).
[ ] Reminders scheduled; recurring set for ongoing work.
[ ] Monthly export & backup completed.

FAQs (SEO‑friendly)

What is the best currency to invoice international clients?
Use the currency your clients budget in (often their local currency) to reduce friction. If you prefer billing in your currency, disclose that the client covers FX and bank fees, and lock the rate on invoice date.

Do I need to charge VAT/GST to overseas clients?
It depends on the place of supply, customer type (B2B/B2C), and local rules. Many B2B services in the EU use reverse charge; B2C often requires local VAT/GST. Confirm with a tax professional.

How do I show withholding tax (WHT) on an invoice?
Display gross amount, WHT rate/amount, and net payable. Ask the client for a WHT certificate and keep it with your records.

Which payment method is fastest for cross‑border invoices?
Cards/wallets (via Stripe) are typically instant and client‑friendly. Wires (SWIFT) suit high‑value invoices but can incur intermediary fees and delays.

Can I send bilingual invoices?
Yes. With Invoice Master you can choose bilingual templates so clients see both languages side‑by‑side.

Bring it all together with Invoice Master

Multi‑currency invoices with rate‑locking and optional dual‑currency display.
Stripe card/wallet payments and clear fee categorization.
Multilingual templates, tax notes, and attachment‑ready invoice links.
Automations for reminders, recurring billing, and one‑click exports.

Start streamlining your international billing today: Try Invoice Master free.