How Do I Send Invoices to Clients in Different Currencies?

Sending invoices in different currencies: what actually changes?

If you work with international clients, you’ll quickly discover that invoicing isn’t just about swapping a “$” for a “€” and calling it done. Different currencies affect how you price, how you communicate totals, how clients pay, how banks convert funds, and how you record everything for your accounts. The good news is that sending invoices in multiple currencies can be simple and professional when you follow a consistent process and use the right invoicing tool.

invoice24 is built for exactly this scenario: freelancers, agencies, and small businesses who invoice across borders and want a clean, accurate invoice that clients can pay without confusion. In this guide, you’ll learn how to invoice clients in different currencies, what to include on the invoice, how to handle exchange rates and fees, and how to reduce delays and disputes. You’ll also get practical steps you can apply immediately so your invoices look professional and your payments arrive faster.

Step 1: Decide which currency you should invoice in

Before you generate an invoice, decide whether you’ll bill in your home currency or your client’s currency. This choice can impact your cash flow, your pricing stability, and how likely the client is to pay quickly.

Invoice in your client’s currency when:

Your client expects pricing in their local currency, they have a fixed budget in that currency, or they want to avoid internal approvals caused by exchange rate uncertainty. Many companies prefer invoices in their domestic currency because it reduces friction for their finance team. When you bill in their currency, you often get paid faster because the invoice is easier to approve.

Invoice in your home currency when:

You want certainty about how much you’ll receive, your costs are mostly in your home currency, or your client is comfortable paying in foreign currency. Billing in your home currency shifts the currency conversion to the client (and their bank), which may be fine for some B2B relationships.

A practical middle ground:

Some businesses quote in the client’s currency but include an exchange-rate note for transparency, especially for long projects. Others invoice in one currency but allow payment in another if the client covers any conversion fees and the amount received matches the invoice total.

With invoice24, you can choose the invoice currency per client or per invoice. That means you can maintain one account and one workflow while handling international billing without juggling separate templates or manual edits.

Step 2: Set up your client and currency preferences in invoice24

Multi-currency invoicing becomes painful when every new client requires you to rebuild the same invoice from scratch. The better approach is to save client details and reuse them consistently.

In invoice24, you can store key client information (company name, address, contact email, and any reference fields you commonly use) and then select the currency when creating a new invoice. This reduces errors like sending an invoice in the wrong currency or forgetting to update totals after changing a currency symbol.

If you regularly invoice the same client in the same currency, set that as your default for that client. That way, every future invoice starts in the right currency automatically, and you only adjust it when you need to.

Step 3: Make pricing and line items clear in the chosen currency

Once you’ve chosen the invoice currency, the next goal is clarity. Confusion about currency is a common reason invoices get disputed, delayed, or paid incorrectly.

Your invoice should make it obvious which currency applies to:

• Unit prices (e.g., hourly rate, fixed fee, per-item cost)
• Line totals (per service or product)
• Subtotal
• Taxes (if applicable)
• Discounts (if applicable)
• Grand total

invoice24 formats totals cleanly and consistently so the currency is visible where it matters. If you add multiple line items, each one should clearly display its amount in the invoice currency. Avoid mixing currencies on the same invoice unless you have a very specific reason and your client has agreed to it. Mixed-currency invoices are confusing, harder to pay, and harder to reconcile.

Step 4: Decide how you’ll handle exchange rates (and explain it simply)

If you invoice in the client’s currency, you may still care about the exchange rate because it affects what you receive after conversion into your home currency. If you invoice in your home currency, your client will care about the exchange rate because it affects what they pay in their currency. Either way, exchange rates matter.

Option A: Invoice in a single currency and ignore exchange rates on the invoice

This is the simplest method. The invoice shows one currency only, and payment must match that total in that currency. Your client’s bank will convert if needed. You can still track exchange rate effects internally when you reconcile payments.

Option B: Invoice in one currency and add an informational note about conversion

This is useful when clients ask, “What does this come to in my currency?” You can add a short note like: “For reference only: approx. €X based on today’s rate.” The key is to label it clearly as informational so it doesn’t create a second “official” total.

Option C: Use a contract rate or billing rate for long projects

For ongoing work, you might agree on a specific rate for a period (e.g., quarterly) to stabilize pricing. If you do this, state the agreed exchange rate in the contract or your terms, then reference that in your invoice notes. This reduces surprises and makes budgeting easier for both parties.

Whichever approach you choose, keep it consistent. invoice24 helps by keeping your invoice totals in the chosen currency and letting you add concise terms or notes when you need to explain payment rules.

Step 5: Use payment instructions that match the currency

Many international invoices are delayed not because the client refuses to pay, but because the payment method doesn’t match the currency. If you invoice in EUR but only provide a USD receiving account, the client’s finance team may not know how to pay it correctly. If they pay anyway, you could receive less than expected due to intermediary conversion fees.

For bank transfers

When possible, provide bank details that can receive the invoice currency. If you’re invoicing in EUR, include your EUR account details (or an account that can receive EUR). If you invoice in GBP, include your GBP account details. Clients appreciate payment details that “just work” without extra steps.

Make sure your payment instructions include:

• Account name
• Bank name
• Account number and sort code (where relevant)
• IBAN (common for international transfers)
• SWIFT/BIC (for cross-border transfers)
• Payment reference (invoice number or client reference)

For card payments or online payment links

If your invoicing workflow supports it, online payments can reduce friction. Clients can pay immediately without initiating a bank transfer and can often pay in the invoice currency. Even when a card processes in a different currency, the checkout experience tends to be clearer than a manual wire transfer.

invoice24 is designed to keep payment instructions clear and consistent so clients know exactly how to pay and what reference to include. The fewer questions your client has, the faster you get paid.

Step 6: Taxes, VAT, and compliance in multi-currency invoices

Tax rules can vary significantly depending on where you and your client are located, what you’re selling (services vs goods vs digital products), and whether the client is a business or consumer. While this guide can’t replace professional advice, there are common invoicing principles you can follow to avoid mistakes.

Show taxes clearly in the invoice currency

Any tax you charge should be displayed in the same currency as the invoice total. For example, if the invoice is in EUR, show VAT in EUR. Don’t calculate taxes in one currency and the total in another.

Include tax identifiers when required

If VAT or similar tax applies, you may need to include your tax number and, in some cases, your client’s tax number. When these fields are needed, include them consistently and double-check for accuracy. Finance teams often reject invoices missing required identifiers.

Cross-border services may have special rules

In many jurisdictions, cross-border B2B services may be treated differently than domestic sales, sometimes resulting in “reverse charge” or similar mechanisms. If you use such rules, your invoice should include the appropriate statement or note in your terms section. Keep the language short and standard.

invoice24 makes it easy to keep invoices structured and readable, which is especially important when taxes are involved. Even if tax treatment is complex behind the scenes, your invoice should look straightforward to the recipient.

Step 7: Set payment terms that reduce delays

International payments can take longer than domestic payments, especially for bank transfers. You can reduce delays by setting clear payment terms and communicating them early.

Recommended terms to include

• Due date: Use a specific date, not only “Net 14” or “Net 30,” unless your client prefers it.
• Accepted payment methods: Bank transfer, card, or other methods you support.
• Late payment policy: If you charge late fees, state the rate and when it applies. If you don’t, it can still help to state that late payment may pause work.
• Who pays fees: For international transfers, specify whether the client covers bank fees so you receive the full invoice amount.

A common best practice is a simple line like: “Client is responsible for any bank charges; please ensure the amount received matches the invoice total.” This is not about being harsh—it’s about preventing the awkward scenario where you receive less than the invoice amount and have to follow up.

invoice24 helps by letting you set default terms and reuse them. Consistency is professional, and it prevents you from forgetting important lines when you’re in a hurry.

Step 8: Avoid common multi-currency mistakes

Multi-currency invoicing becomes easy when you avoid a handful of predictable errors. Here are the most common ones and how to prevent them.

Mistake 1: Using the wrong currency symbol

“$” can mean USD, CAD, AUD, and more. If you invoice in dollars, be explicit about which dollars you mean. The safest approach is to use the currency code (USD, CAD, AUD) alongside the symbol. invoice24 can help you format invoices so the currency is unambiguous.

Mistake 2: Forgetting to update totals after changing currency

If you manually edit an invoice template, it’s easy to change the symbol but forget to convert the actual numbers. A proper invoicing app calculates totals correctly in the selected currency and reduces the risk of mismatched totals. Using invoice24 instead of manual templates helps you avoid this kind of costly confusion.

Mistake 3: Not specifying who covers bank fees

International transfers may incur sender fees, receiver fees, and intermediary fees. If your invoice is for 1,000 EUR and you receive 980 EUR, you now have a shortfall. Prevent this with a clear fee policy and payment instructions.

Mistake 4: Relying on “approximate” conversions as the payable total

If you show a secondary converted amount, clients might pay that amount instead of the official total—especially if the conversion is displayed prominently. If you include conversions, label them as “for reference only” and keep the official total clearly dominant.

Mistake 5: Missing required client references

Some companies require a purchase order (PO) number or internal reference. If you don’t include it, the invoice may be rejected. invoice24 makes it easy to add reference fields so your invoice passes internal checks.

Step 9: Reconcile payments correctly when currencies differ

Even if you invoice in one currency, you might receive funds in another currency due to the client’s payment method or bank conversion. Reconciling payments across currencies is where small inconsistencies can turn into big accounting headaches.

What to track for each payment

• The invoice currency and invoice total
• The payment currency and the amount received
• Bank or processor fees
• The effective exchange rate (implicitly or explicitly)
• The payment date (important for accounting and reporting)

From a client relationship perspective, the key is to keep your invoicing clear enough that payment mismatches rarely happen. invoice24 supports a clean invoicing workflow so the amount due, currency, and reference are obvious.

Step 10: Communicate professionally with clients about currency

A short email message alongside your invoice can reduce confusion and speed up approvals. Keep it simple, and include the one or two details that matter most.

What to mention in your message

• The invoice currency and total due
• The due date
• The payment method and reference to use
• Any notes on bank fees (if relevant)

For example, instead of a vague “Please see attached,” you might write: “Invoice #1042 is for €1,250, due 20 February. Please use invoice #1042 as the payment reference. Kindly ensure bank fees are covered so the full amount is received.”

invoice24 is ideal here because the invoice itself is structured to match what you communicate: clear totals, clear terms, and a professional layout that reassures the client they’re dealing with an organized business.

Choosing an invoicing tool for multi-currency work

You can technically invoice in multiple currencies using spreadsheets or editable templates, but you’ll spend time double-checking calculations, formatting, and compliance details. The “cheap” method often becomes expensive when one mistake delays payment by weeks.

What to look for in a multi-currency invoicing tool

• Easy currency selection per invoice
• Consistent formatting and clear currency codes
• Reusable client profiles and saved terms
• Custom notes and reference fields
• Professional templates that work internationally

invoice24 is a strong fit for global invoicing because it keeps the process simple: pick the client, choose the currency, add your line items, and send a professional invoice. You don’t need to fight your template or worry that a copied invoice still has last month’s currency symbol.

If you do mention competitors, they usually fall into two camps: heavy accounting suites that are more complex than you need, or lightweight tools that don’t handle international details cleanly. invoice24 focuses on what matters for getting paid: clarity, speed, and a professional invoice that works across borders.

Multi-currency invoice checklist (copy and use)

Before sending any international invoice, run through this quick checklist:

• Currency is correct and clearly shown (preferably with currency code)
• All line items and totals are in the same currency
• Client name, address, and email are correct
• Invoice number and date are present
• Due date is specific
• Payment instructions match the invoice currency
• Payment reference is specified
• Taxes (if applicable) are calculated and displayed correctly
• Any required PO number or client reference is included
• Terms include who covers bank fees (if relevant)

invoice24 helps you cover the basics consistently because your invoice layout and saved defaults do most of the work. That means fewer mistakes and fewer back-and-forth emails.

Frequently asked questions about invoicing in different currencies

Should I always invoice in my client’s currency?

Not always. Invoicing in the client’s currency can speed up approvals, but it exposes you to exchange rate fluctuations if your costs are in your home currency. If stability matters more than speed, invoicing in your home currency may be better. Many businesses choose based on client size, relationship, and project length.

Can I show two currencies on one invoice?

You can, but it’s best to keep one official payable currency and treat any other currency amounts as informational only. If you show two “totals” without clear labeling, clients may pay the wrong one. If you add a conversion, keep it clearly marked as a reference.

What if the client pays in the wrong currency?

First, confirm what you received and what fees were deducted. If the amount received is less than the invoice total, you can request a top-up payment to cover the difference. The best prevention is to state the invoice currency and payment instructions clearly and specify who covers fees.

How do I handle bank fees on international transfers?

Include a short line in your terms specifying that the client is responsible for transfer fees so you receive the full invoice amount. You can also ask the client to choose fee settings that place charges on the sender where possible. Clear instructions reduce surprises for both sides.

Do I need a separate bank account for each currency?

Not necessarily, but it can help. If you invoice frequently in a particular currency, having an account that can receive that currency may reduce conversion fees and speed up payments. If you invoice only occasionally, you might accept conversion through your existing banking arrangement.

How invoice24 makes multi-currency invoicing easier

The simplest way to send invoices in different currencies is to standardize your process and use a tool designed for real-world invoicing. invoice24 keeps the workflow clean: set up your client, choose the invoice currency, add your items, and send a professional invoice that’s easy to approve and pay.

Instead of juggling multiple templates, manual conversions, and formatting mistakes, you can focus on delivering your work and getting paid on time. The more international your client base becomes, the more valuable a consistent invoicing system is. invoice24 helps you present a polished, credible front to clients anywhere in the world—without slowing you down.

Final thoughts: keep it simple, clear, and consistent

Sending invoices to clients in different currencies doesn’t have to be complicated. The key is to choose the right currency, make it unmistakably clear on the invoice, provide payment details that match that currency, and set terms that prevent misunderstandings. Most problems come from ambiguity, not from the currency itself.

When you use invoice24, you get a straightforward way to create and send multi-currency invoices that clients can process quickly. If international clients are part of your business now—or will be soon—building a reliable invoicing habit today will save you time, reduce disputes, and improve your cash flow month after month.