The Best Practices for Sending Invoices to International Clients

June 23, 2025

Working with clients across borders? That’s exciting — but it also comes with challenges, especially when it comes to invoicing internationally.

Different currencies, time zones, tax regulations, and expectations can make it confusing. But with the right practices, you can invoice smoothly, avoid delays, and get paid faster.

Here’s your essential guide to sending invoices to international clients professionally and correctly.

1. Use the Right Currency

Always invoice in the currency your client prefers or as agreed in your contract.

Best Practices:

  • Mention the currency code clearly (e.g., USD, EUR, GBP, INR).
  • Avoid using currency symbols alone (e.g., $, ₹) if it could lead to confusion.
  • Tools like EasyGoInvoice allow you to set the currency manually.

2. Clarify the Due Date in Their Time Zone

If your client is in a different country, mention the due date clearly and unambiguously.

Tip:

Instead of "Due in 7 days", write:
"Due by July 30, 2025 (GMT+1)"

This removes confusion and builds trust.

3. Include Tax Info (If Applicable)

Taxes like VAT or GST may apply depending on where your business is registered and where your client resides.

  • Add your business tax ID if required.
  • For EU clients, mention if Reverse Charge VAT applies.
  • If tax isn’t charged, state: “This invoice is not subject to VAT.”

4. Offer Multiple Payment Methods

International clients prefer convenience.

  • Wise (formerly TransferWise)
  • PayPal
  • Stripe
  • Bank wire (SWIFT/IBAN)
  • Crypto (optional for tech clients)

✅ Pro Tip: Add your preferred method directly in your EasyGoInvoice terms field.

5. Confirm Legal Requirements for Their Country

Each country may have invoicing regulations. For example:

  • EU: VAT number, itemized tax
  • UK: Must follow HMRC invoice layout
  • India: GSTIN and HSN/SAC codes

Refer to our full guide:
👉 Legal Invoice Requirements in India, US, UK & EU

6. Send the Invoice as a PDF with Clear File Name

Use a professional format and name the file clearly.

Example File Name:

Invoice_1089_EasyGoInvoice_July2025.pdf

Avoid using image files or uneditable formats.

7. Follow Up Politely (But Firmly)

If payment is delayed:

  • Send a gentle reminder a few days before the due date.
  • Follow up weekly until it's resolved.
  • Stay professional and respectful — cultural tone matters!

8. Save and Reuse Terms for Global Clients

With EasyGoInvoice, you can:

  • Create professional invoices without signing up
  • Save frequently used terms for consistency
  • Download PDF invoices with one click
  • Manage history from your browser without losing data

📌 Final Thoughts

Invoicing international clients is easy when you're clear, professional, and prepared. Stick to the practices above, and you’ll reduce misunderstandings, avoid legal pitfalls, and get paid faster.

📬 Have questions about invoicing globally?
Email us at support@easygoinvoice.com — we’re happy to help!

🧾 Try EasyGoInvoice today — no sign-up needed: https://easygoinvoice.com