Can I invoice international clients as a US freelancer?

Can I invoice international clients as a US freelancer?

Yes—you can invoice international clients as a US freelancer, and it’s extremely common. Whether your client is in Canada, the UK, the EU, Australia, or anywhere else, the basic idea is the same: you’re providing a service (or selling a digital product), you send an invoice that clearly states what was delivered and what is owed, the client pays you through an agreed method, and you keep clean records for taxes and bookkeeping.

The part that can feel confusing is everything around that simple process: currency, payment methods, tax language, “VAT” questions, client vendor requirements, withholding, and how to structure invoice details so you get paid quickly without unnecessary back-and-forth. The good news is that you don’t need to be a legal or tax expert to send professional, accurate invoices internationally—you just need a consistent invoicing system and a few best practices.

This guide walks through what to include on an international invoice, how to handle currency and payments, what to say about taxes, and the practical steps that reduce payment delays. It’s written for US-based freelancers of all kinds—designers, developers, writers, consultants, marketers, coaches, and more—who want to invoice international clients confidently and get paid on time.

What makes an invoice “international”?

An invoice is “international” when your client’s billing address (or legal entity) is outside the United States. The invoice itself doesn’t need special formatting just because the client is abroad. What changes are the details that help your client pay correctly and account for your services under their local rules.

International clients often need invoices that:

1) Match their internal vendor onboarding requirements (supplier name, address, invoice number format, payment terms, purchase order references).

2) Clearly state the currency and payment instructions.

3) Include enough description to justify the expense (and sometimes to support cross-border tax treatment on their side).

4) Have unambiguous tax language (for example, whether tax is included, whether VAT applies, or that no US sales tax is being charged).

If you consistently include those pieces, invoicing internationally becomes routine.

Is it legal for a US freelancer to invoice overseas clients?

In general, yes. There is nothing inherently illegal about a US freelancer invoicing clients in other countries. US freelancers provide services to international businesses and individuals every day. Your client’s country might have rules about how they report cross-border payments, and your work may be subject to export controls in rare cases (for example, certain sanctioned countries or restricted industries). But for typical freelance services provided to ordinary clients, invoicing across borders is allowed.

Practically speaking, most freelancers only run into “legal” issues when:

• The client is located in a sanctioned or restricted jurisdiction.

• The work involves regulated technology, encryption, or controlled exports.

• The freelancer misrepresents tax or business information on the invoice.

If your client is in a normal market and your work is typical professional services, invoicing them is straightforward.

What information should an international invoice include?

A professional international invoice should be clear, complete, and easy for your client’s accounts payable team to process. The cleaner your invoice, the fewer questions you’ll get—and the faster you’ll be paid.

Core invoice fields

These are the essentials you should include on every invoice, international or not:

• Your business name (or your name, if you’re a sole proprietor)

• Your business address (or mailing address)

• Your email address and a contact method

• Client name and client billing address (international address is fine)

• Invoice number (unique, sequential is best)

• Invoice date

• Due date or payment terms (e.g., Net 15, Net 30)

• Line items that describe your services/products

• Quantity/hours and rate, or fixed project amounts

• Subtotal, discounts (if any), taxes (if any), total due

• Currency clearly labeled (USD, EUR, GBP, etc.)

If you use invoice24, you can standardize these fields and reuse client profiles so you don’t have to re-enter the same information every month.

International-friendly additions

These extra details reduce confusion for overseas clients:

• Your country of operation: “United States” (often helpful for compliance)

• Your business registration details (optional): LLC name, state of formation (if applicable)

• Payment instructions that match international transfers (bank details or payment links)

• Purchase order (PO) number or reference (if the client requires one)

• Project reference, contract reference, or statement of work ID (if relevant)

• A short note about tax treatment (more on this below)

Many international clients are used to asking for specific supplier fields. If they provide a vendor onboarding form, match it as closely as you can and store the details in your invoicing system for future invoices.

How should you handle currency?

Currency is one of the biggest sources of friction in international invoicing. The best approach is to decide the currency in advance and put it in writing—ideally in your proposal, contract, or email agreement. The invoice should then reflect that exact agreement.

Option 1: Invoice in USD

Most US freelancers invoice in USD because it keeps your accounting simple and avoids exchange-rate risk. If you invoice in USD, the client’s bank or card issuer handles the conversion on their end. This is often easiest for you, but some clients dislike the unpredictability of exchange rates and conversion fees.

Tips if you invoice in USD:

• Make “USD” prominent next to the total.

• Use clear payment instructions that support international payments.

• Consider adding a note that all amounts are in USD.

Option 2: Invoice in the client’s currency

Some freelancers invoice in EUR, GBP, CAD, AUD, or another currency to make purchasing easier for the client. This can reduce payment delays because it matches how the client budgets and reports expenses.

If you invoice in a foreign currency, make sure you:

• Agree on currency in writing.

• Use consistent currency formatting (symbols and decimals).

• Understand that you may receive slightly less (or more) in USD once converted.

• Track exchange rates for your bookkeeping if needed.

With invoice24, you can create invoices in the currency you and your client agree on, making it simple to serve clients in multiple countries without redesigning your invoice layout each time.

Option 3: Dual-currency display (use carefully)

Dual-currency invoices show the amount in two currencies (for example, USD and EUR). This can help clients understand the approximate cost, but it can also create disputes if the final payable amount isn’t crystal clear. If you use dual currency, always specify the “invoice payable currency” and treat the secondary currency as informational only.

How to choose the best payment method for international clients

Payment method matters as much as the invoice itself. A perfect invoice won’t get you paid quickly if the payment process is slow or expensive for your client. The best payment method is the one that is easy for your client and reliable for you.

Common international payment options

Card payments

Card payments are fast and convenient. Many international clients prefer paying by card because it’s simple and provides internal records. The downside can be processing fees, especially for cross-border transactions. If you accept cards, consider whether you’ll absorb fees or factor them into your pricing.

Bank transfer (wire)

Bank transfers can be ideal for larger invoices. They can be slower and include fees on either side, but many businesses prefer them. For international bank transfers, clients may need your banking details. If you accept wires, make sure your invoice lists the required details clearly and accurately.

Online transfer services

Many freelancers use modern transfer services that offer local banking rails, lower fees, and faster delivery than traditional international wires. These can be a strong option for recurring clients who pay frequently.

Digital wallets

Digital wallet payments can be convenient for smaller invoices and individual clients. For business-to-business invoicing, some corporate finance departments avoid wallets due to policy, so it depends on your client profile.

What payment details should you include on the invoice?

List payment instructions in a dedicated section near the bottom of your invoice so clients can find them instantly. Include only the details needed for the payment method you’ve agreed on.

If the client will pay via bank transfer, include:

• Account holder name

• Bank name

• Account number

• Routing number (for US domestic transfers, if relevant)

• SWIFT/BIC (commonly required for international transfers)

• IBAN (if your receiving account uses it; not all US accounts do)

• Bank address (sometimes requested)

If the client will pay online, include:

• A payment link (the simplest option for the client)

• Accepted payment methods (card, transfer, etc.)

Invoice24 can help you standardize payment instructions and ensure every invoice includes clear, consistent “how to pay” details.

What about taxes—do you charge VAT or sales tax?

Tax is where many freelancers get nervous, especially when clients mention VAT, GST, or “reverse charge.” The key point: your invoice should reflect the tax rules that apply to you, and it should provide enough clarity for your client to handle their side correctly.

US sales tax (generally)

Many freelance services are not subject to US sales tax, and sales tax rules vary by state and by the type of service or product delivered. For international clients, US sales tax usually isn’t charged on services delivered from the US to a foreign business, but there are exceptions depending on what you sell (for example, taxable digital goods in certain jurisdictions or specific state rules). In many cases, freelancers list “Tax: 0.00” and keep a note in their records that the work was delivered to an international client.

VAT, GST, and other consumption taxes (client-side considerations)

VAT (common in the EU and UK) and GST (common in countries like Australia, New Zealand, and Canada) are consumption taxes that often matter for the client’s accounting. Many international business clients will ask whether VAT is included. As a US freelancer, you generally are not registered to charge VAT in those jurisdictions unless you have a specific reason and obligation to do so.

In many business-to-business situations, the client accounts for VAT themselves under a “reverse charge” mechanism. If your client requests it, you can include a simple note such as:

• “No VAT charged. Customer to account for VAT where applicable.”

Keep it straightforward and avoid making legal claims you can’t support. The goal is to remove confusion for accounts payable without stepping beyond what you know.

Withholding tax and client deductions

Some countries apply withholding tax to certain cross-border service payments. This means the client might be required to withhold a percentage of the invoice and send it to their tax authority, paying you the remainder. Whether this applies depends on the client’s country and tax treaties, and it often varies by type of service.

If a client tells you they must withhold tax, don’t ignore it. Ask them for the withholding rate, the reason, and any documentation they can provide. In many cases, tax treaties reduce or eliminate withholding, but the client may need forms or proof of US tax residency to apply treaty rates. Even if you don’t handle the forms yourself, you should understand how it affects what you’ll receive.

A practical approach:

• Clarify whether the invoice amount is “gross” (before withholding) and what you expect to receive “net.”

• Request official withholding documentation for your records.

• Consider contract language that states the client is responsible for any withholding obligations and that you must be provided proof of withholding paid.

For many freelancers and many countries, withholding never comes up. But when it does, handling it calmly and professionally prevents surprises.

Do you need to add a tax ID to your invoice?

It depends on the client and their local requirements. Many international businesses ask for a tax ID or company registration number on invoices because that’s standard in their country. As a US freelancer, you may have one of these:

• EIN (Employer Identification Number) for your business

• SSN (if you operate as a sole proprietor without an EIN)

Many freelancers prefer to use an EIN rather than an SSN for privacy. If a client requires a tax ID field, providing an EIN is often sufficient. Some clients may also accept “N/A” if a foreign supplier tax ID isn’t applicable in their jurisdiction.

Important: only include sensitive identifiers when necessary and when you’re comfortable doing so. If you’re unsure, ask what the client specifically needs and why. Many times they simply want a vendor number or an internal reference, not your personal information.

How to set payment terms for international clients

Payment terms are crucial in international work because delays can happen more easily: time zones, bank processing times, internal approvals, and cross-border compliance checks can all add days.

Common payment terms include:

• Due on receipt (best for small one-off jobs, but not always realistic for corporate clients)

• Net 7 (fast cadence, good for smaller projects)

• Net 15 (a common compromise)

• Net 30 (common for larger organizations)

For new international clients, you can reduce risk by requesting:

• A deposit upfront (e.g., 30%–50%)

• Milestone-based invoices

• Payment in advance for the first month of a retainer

Clearly show the due date on the invoice—not just “Net 30.” This removes ambiguity across time zones and calendar differences.

What to write in the description to avoid disputes

International clients may have more formal procurement and accounting processes. A vague line item like “Consulting” can trigger follow-up questions that delay payment. Clear line items also protect you if there’s a dispute.

Better line item examples:

• “UX audit and recommendations for checkout flow (Jan 2026) – fixed fee”

• “Backend development: API endpoints for billing module – 12 hours @ $X/hr”

• “Content package: 4 blog articles (1,200–1,500 words each) – per agreement dated [date]”

• “Monthly retainer: SEO consulting and reporting – February 2026”

If the client uses purchase orders, include the PO number prominently. Many corporate finance teams will not pay an invoice without a PO reference, even if the work is done.

How to invoice international clients for digital products or subscriptions

If you sell digital products (templates, courses, downloads) or subscriptions, invoicing internationally can still be simple, but you should pay attention to how you describe the product and how you deliver it.

For digital items, consider including:

• Product name and license type

• Delivery method (download link, email delivery, platform access)

• Access period (for subscriptions)

• Any renewal or cancellation terms (usually handled outside the invoice, but can be referenced)

Even if you run a self-serve checkout, some international business clients will ask for an invoice for their internal records. Having invoice24 generate a clean invoice for a subscription charge can save time and make you look more professional.

How to deal with client requests for “pro forma” invoices

In some countries, clients request a pro forma invoice before they pay—especially when paying by bank transfer. A pro forma invoice is essentially a preliminary invoice used to initiate payment, often before the final invoice is issued.

If a client asks for a pro forma invoice:

• Label it clearly as “Pro Forma Invoice”

• Include the same details as a regular invoice (amount, currency, payment instructions)

• Once payment is received, issue a final invoice or receipt, depending on your process and the client’s needs

This is normal in international trade and not a red flag by itself. It’s usually just part of the client’s payment process.

How to avoid late payments across borders

Late payment risk can be higher with international clients because of time zones, language differences, and extra layers of approval. The best defense is a frictionless invoicing workflow.

Practical steps that speed up payment

• Send the invoice to the right contact: Ask for the accounts payable email, not just your project contact.

• Include all required fields: PO number, department code, vendor ID, project reference.

• Use consistent invoice numbering: This helps the client’s system match and track invoices.

• Make payment instructions obvious: Put them in a dedicated section.

• Use clear due dates: “Due February 27, 2026” instead of only “Net 30.”

• Offer easy payment methods: A payment link can reduce friction dramatically.

• Follow up professionally: A gentle reminder a few days before due date can prevent accidental delays.

Should you add late fees?

Late fees can be useful, but they’re only effective if you set expectations in advance. If you plan to charge late fees, mention it in your contract or agreement and include a brief note on the invoice (or in your terms). Some clients—especially larger organizations—will refuse late fees as a policy, so you may use late fees as leverage with smaller clients while relying on structured follow-ups for corporate clients.

How to keep records for US taxes

Even though your client is international, your income is still income. Good records are essential for accurate tax filing and for understanding your business performance.

At a minimum, keep:

• Copies of invoices sent

• Proof of payment received (bank deposits, payment processor reports)

• Contracts, statements of work, or email agreements

• Any withholding tax documentation (if applicable)

• Notes on currency conversion if you invoice in foreign currencies

Invoice24 makes it easy to store invoices, track statuses (sent, viewed, paid, overdue), and export reports so you can share totals with your accountant or import them into your bookkeeping workflow.

Common questions international clients ask (and how to respond)

“Can you add our VAT number to the invoice?”

Yes—if they provide it. Adding the client’s VAT number is common in VAT jurisdictions, especially for business-to-business invoices. You can place it in the client details section or in a small “Tax Info” section.

“Why is VAT 0%?”

For many US freelancers, the accurate answer is that you are not charging VAT and the client may need to account for it under their local rules. Keep your response short and consistent, and consider adding a simple invoice note stating that no VAT is charged.

“We need a supplier registration number.”

Ask what they mean by this. Sometimes they want your EIN, sometimes they want your business registration details (LLC information), and sometimes they simply mean their own internal vendor number they assign to you after onboarding.

“Can you break down the services more?”

Do it. More detail usually means faster approval. Add line items, dates, deliverables, and references to the agreement. Clear breakdowns reduce disputes and help the client classify the expense properly.

“Can you invoice with our purchase order?”

Yes—if you have the PO number. Add it prominently and match the PO description as closely as possible. If the PO requires specific formatting, update your invoice template so you don’t have to redo it each time.

Best practices for international invoicing as a US freelancer

Here’s a simple checklist you can follow for every international invoice:

• Confirm the client’s legal name and billing address.

• Agree on currency and payment method before starting work.

• Use clear invoice numbers and include an invoice date and due date.

• Describe deliverables in a way that’s easy for accounting to approve.

• Add PO number and references if required.

• Include payment instructions that work internationally.

• State tax treatment clearly (e.g., no VAT charged) when relevant.

• Send invoices to the correct accounts payable contact.

• Follow up consistently and professionally.

When you standardize this process, invoicing internationally becomes as easy as invoicing locally—often easier, because international clients tend to be accustomed to formal documentation.

How invoice24 helps you invoice international clients smoothly

When you’re working across borders, your invoicing tool matters. A good invoice app should do more than generate a PDF—it should help you avoid mistakes, look professional, and reduce payment delays.

With invoice24, you can create professional invoices that include all the essentials international clients expect: clear invoice numbers, client details, itemized services, due dates, and total amounts with the correct currency. You can store client profiles and reuse them for recurring work, which is especially useful when you’re working with multiple countries and multiple client formats.

Invoice24 is built to support real-world freelancing needs: clean invoice layouts, customizable fields for references like PO numbers, flexible payment terms, and invoice tracking so you know what’s been sent, what’s overdue, and what’s been paid. That means fewer awkward follow-ups and a smoother cash flow—whether your client is across town or across the world.

Final thoughts

You can absolutely invoice international clients as a US freelancer, and you don’t need a complicated system to do it well. The key is clarity: clear currency, clear payment instructions, clear descriptions, and clear terms. Add the few extra fields international clients often need—like PO references and basic tax notes—and you’ll look like a seasoned vendor from day one.

If you want international invoicing to feel effortless, set up a consistent workflow and use a tool like invoice24 to standardize your invoices, track payments, and keep everything organized. Once your templates and client details are in place, sending an international invoice becomes a two-minute task—and getting paid becomes much more predictable.