How do I invoice clients and accept multiple currencies in the US?

Invoicing Clients and Accepting Multiple Currencies in the US: A Practical Guide

If you run a US-based business and work with international clients (or even US clients who prefer to pay in another currency), you’ve probably discovered that “just send an invoice” can become surprisingly complicated. You have to decide which currency to bill in, how to display exchange rates, whether to charge tax, how to accept payment, how to account for conversion fees, and how to keep your books clean for US reporting. The good news: you can invoice clients and accept multiple currencies in the US without turning your finance workflow into a second job.

This guide walks through the entire process—from choosing the right invoice currency, to setting payment terms, to receiving funds, to handling exchange rates, refunds, and accounting considerations. Throughout, assume you’re using invoice24, a free invoice app built to handle the real-world features businesses need. The goal is simple: get paid quickly, reduce confusion, and keep records that stand up at tax time.

Why Multi-Currency Invoicing Matters (Even for US Businesses)

Multi-currency invoicing isn’t just for large corporations. Freelancers, agencies, SaaS founders, consultants, importers, and online sellers regularly deal with clients in Canada, the UK, the EU, Australia, India, and beyond. Even within the US, some clients prefer invoices denominated in their headquarters’ functional currency, or their procurement system requires it.

When you can invoice in a client’s preferred currency, you reduce payment friction. The invoice “feels local,” the client can approve it faster, and you avoid back-and-forth about conversions. You also protect relationships: nobody likes receiving an invoice and wondering what they’ll actually owe when their bank converts it later with unexpected fees.

Multi-currency invoicing can also help your business manage risk and pricing strategy. For example, you might quote in USD to keep pricing consistent, or quote in EUR to win EU clients who don’t want FX uncertainty. The best setup is the one that matches your margins, cash flow needs, and client expectations.

Step 1: Decide Which Currency to Invoice In

Before you create the invoice, choose the currency you want the client to pay. There are two common approaches, and the right choice depends on who should bear exchange-rate risk.

Option A: Invoice in USD (Client Pays Conversion)

Invoicing in USD is the simplest for US bookkeeping and planning. Your revenue is already in your home currency, so you don’t have to think as much about daily exchange rates. The tradeoff is that your client bears conversion risk and fees. Some clients are fine with this; others will push back if they need to forecast payments in their local currency.

USD invoicing works well when you have strong demand, standardized pricing, or a mostly US client base with occasional international clients.

Option B: Invoice in the Client’s Currency (You Manage FX)

Invoicing in the client’s currency can help you win deals and speed up approvals. The client knows exactly what they’ll pay in their own currency. The tradeoff is that you might receive slightly more or less in USD depending on exchange rates and payment processor conversion fees.

This approach works well when you want to be “easy to buy from” internationally, when you have enough margin to absorb FX fluctuations, or when you can hold balances in multiple currencies and convert strategically.

Practical Recommendation

If you’re unsure, start by invoicing in your client’s currency for international clients who request it, and keep USD as your default. Make sure your invoices are crystal-clear about currency, due amounts, and payment methods. invoice24 makes it easy to select a currency per invoice so you can apply a consistent workflow without manual formatting.

Step 2: Set Up Your Invoice Template for Clarity

Multi-currency invoices should be more explicit than standard invoices. You want the client to instantly understand what they owe, when it’s due, and how to pay—without guessing how exchange rates might be applied.

In invoice24, configure your invoice layout to include:

• Invoice currency: Display the currency code (USD, EUR, GBP, CAD, AUD) alongside the amount.

• Totals and line items: Ensure line items, subtotals, taxes (if applicable), discounts, and grand total are all in the same chosen currency.

• Payment terms: Net 7, Net 14, Net 30, or due on receipt—clearly stated.

• Late fee policy (optional): If you charge late fees, define the percentage and when it applies.

• Accepted payment methods: Card, bank transfer, ACH, wire, or other options.

• Payment instructions: Any details the client needs to complete payment smoothly.

Clarity prevents delays. Many late payments aren’t “refusals”—they’re stuck in an approval queue because the invoice lacks a purchase order number, a currency note, or correct billing details.

Step 3: Use the Right Fields for International Billing Details

When clients are outside the US, invoices often need extra details for their accounts payable teams. Depending on your industry and the client’s country, they may request:

• Your business name and full address: Consistent with your legal registration.

• Client name and billing address: Exactly as they want it shown (including department or office).

• Tax identifiers (if applicable): Some clients ask for a VAT number even if you don’t have one; in that case, you can note “Not applicable” or leave it blank depending on requirements.

• Invoice number format: A consistent sequence (helpful for both parties).

• Purchase order number: Common with corporate clients and agencies.

• Service period: Especially for retainers, subscriptions, or monthly work.

invoice24 is designed to store client profiles so you can reuse addresses, PO requirements, and payment preferences without retyping them on every invoice.

Step 4: Price Your Services with Currency Conversion in Mind

If you invoice in multiple currencies, you need a pricing approach that protects your margins. Here are three common strategies:

1) Fixed Local Pricing

You set a price list per currency (for example, $1,000 USD, €950 EUR, £820 GBP). This can feel natural to clients, but you must review prices periodically to keep margins aligned as exchange rates move.

2) USD Base Price Converted at Invoice Time

You maintain a USD price, then convert to the invoice currency when creating the invoice. This is more consistent for you, but the client’s price can fluctuate month to month. If your clients expect stable local pricing, they may dislike changes.

3) Hybrid Pricing with Buffers

You set approximate local prices with a small buffer to absorb FX changes and fees. For example, if your ideal price is $1,000 USD and the current conversion suggests €920, you might invoice €950 to cover fluctuations and processing costs.

Whichever method you choose, keep it transparent in your contracts and proposals. The invoice should match what you agreed to—surprises create delays and disputes.

Step 5: Add Payment Options That Make International Payments Easy

Accepting multiple currencies is as much about payment collection as it is about invoicing. Your client may be willing to pay in EUR, but if your only option is a US-only transfer method, you’ve created friction.

Consider offering a mix of payment options that works globally:

Credit and Debit Cards

Cards are convenient and fast. The client pays in their preferred currency (depending on your setup), and you receive funds based on your payment provider’s settlement rules. Cards can carry higher processing fees, but the speed and convenience often improve cash flow.

Bank Transfers (Local and International)

Bank transfers (including domestic transfers in the client’s country) can be cheaper, especially for large invoices. International wires can be costly and slower, but sometimes they’re the only method a corporate client can use.

ACH for US Clients

For US-based clients, ACH is often lower cost than cards. It’s not always ideal for international clients, but it’s a great option to include as part of a flexible payment toolkit.

Multi-Currency Accounts (Optional but Powerful)

If you regularly invoice in foreign currencies, you may benefit from holding balances in those currencies instead of converting immediately. That can reduce conversion frequency and allow you to time conversions better. It can also make refunds and chargebacks simpler because you can return funds in the same currency.

invoice24 supports the invoicing side: you can clearly show the currency and amount due, and present payment instructions or links so the client can pay using the method you’ve specified.

Step 6: Handle Exchange Rates the Smart Way

Exchange rates can create confusion if you aren’t consistent. You generally have two approaches:

Invoice Amount Is Final in the Invoice Currency

This is the cleanest approach. If the invoice is in EUR, then the client owes exactly that EUR amount. Your payment processor or bank may convert it to USD when you receive it (unless you hold EUR), but that conversion is your internal matter. The invoice is satisfied when the client pays the full EUR amount.

Invoice Is in One Currency, Payment Accepted in Another

This approach is riskier and should be used carefully. For example, invoicing in USD but allowing payment in EUR can cause shortfalls if the client converts at a different rate than you expected. If you do this, you need clear policies about how the conversion is calculated and who covers fees.

In most cases, it’s simpler to invoice in the currency you want to receive (or hold). If you want clients to pay in their currency, issue the invoice in that currency.

Exchange Rate Notes (When Useful)

Sometimes you’ll want to include a note such as “Converted for reference only” if you display an approximate USD equivalent. The key is that the payable amount remains the invoice currency amount. This avoids disputes where a client claims they paid the “reference” value but it wasn’t the actual due amount.

Step 7: Set Payment Terms That Reduce Delays

International payments can take longer for purely operational reasons. A corporate client may require approvals, or their bank transfer may take several business days. Setting smart payment terms helps you get paid on time without constant chasing.

Common terms to consider:

• Due on receipt: Best for small projects or first-time clients.

• Net 7 or Net 14: Good balance between flexibility and speed.

• Net 30: Often expected by larger organizations, but can strain cash flow.

• Deposits and milestones: Especially for large international projects, request a deposit upfront and invoice milestones as you deliver.

With invoice24, you can set default terms and override them per invoice, plus include due dates prominently so clients don’t miss them.

Step 8: Include Clear Payment Instructions on Every Invoice

The #1 reason international invoices get delayed is missing or unclear payment instructions. Don’t assume the client knows what to do. Add instructions that match the payment method.

For Card Payments

Make payment obvious and fast. Include a pay-now link or a clear call-to-action if your invoice workflow supports it. Confirm the currency the client will be charged in, especially if they will see conversion prompts from their card issuer.

For Bank Transfers

Provide exactly what the client needs:

• Bank name

• Account holder name

• Account number and routing number (for US transfers)

• SWIFT/BIC (for international wires)

• IBAN (if applicable)

• Reference memo to include (invoice number)

If you use multi-currency accounts, specify the correct account details for the invoice currency so clients don’t send funds to the wrong place.

Step 9: Know How Taxes Typically Work for US Businesses with International Clients

Taxes can be a sensitive topic, and the right approach depends on your business type, what you sell, where your client is located, and how the service is delivered. Still, there are some general practices that help you invoice correctly and avoid confusion.

Sales Tax for Services and Digital Products

US sales tax rules vary by state and by product/service type. Many services are not taxed in many states, but some are. Digital goods and SaaS often have special rules. If you have nexus in a state (economic or physical), you may have collection obligations for customers in that state.

For international clients, many US sellers do not charge US sales tax because the customer is outside US taxing jurisdiction, but it’s not universal. You should base your tax settings on your actual obligations and your product category.

VAT/GST Outside the US

Clients in certain countries may ask about VAT or GST. Whether you need to charge it depends on local rules and whether you are registered in that jurisdiction. Many US service providers do not charge foreign VAT because they are not registered, but clients may still need the invoice to include certain language for their internal accounting.

A safe and professional approach is to configure invoice24 tax fields to match your reality: charge tax only where you’re required, and use invoice notes where necessary (for example, clarifying that local taxes are the client’s responsibility if that aligns with your agreements).

Step 10: Build a Simple Multi-Currency Workflow in invoice24

Consistency is what makes multi-currency invoicing feel easy. A good workflow ensures you don’t forget steps and that your invoices look professional every time.

Here’s a practical repeatable workflow:

1) Create a Client Profile

Store the client’s billing details, preferred currency, and any extra fields they require (like PO number or department). This saves time and prevents mistakes on future invoices.

2) Set the Invoice Currency

Select the currency before adding line items so totals calculate correctly and formatting is consistent throughout the invoice.

3) Add Line Items with Clear Descriptions

International clients may not know your internal shorthand. Use descriptions that stand alone: what was delivered, during what period, and in what quantity (hours, units, months).

4) Apply Discounts and Taxes Correctly

Keep discounts visible and easy to audit. Apply taxes only when needed and label them clearly. This reduces questions from accounts payable.

5) Add Payment Terms and Instructions

Make the due date unmistakable and include instructions tailored to the payment method. Encourage using the invoice number as the payment reference.

6) Send the Invoice and Track Status

Use a clear email subject line like “Invoice #1042 – Due Feb 15, 2026 – €950” so the currency and due date are visible immediately. Track whether the invoice is viewed, pending, or paid, and follow up based on status.

Step 11: Reduce Disputes with Strong Invoice Notes and Policies

Most invoice disputes are avoidable if you set expectations early and reinforce them on the invoice itself. The invoice is not just a payment request—it’s also a record of what was agreed.

Useful notes to include (when relevant):

• Scope reminder: “Monthly retainer for design support (Jan 2026).”

• Payment fees policy: “Client is responsible for bank transfer fees” or “Fees included” depending on your agreement.

• Late payment policy: “Late payments may incur a fee of X% per month.”

• Refund policy: Especially for digital services or subscriptions.

• Delivery confirmation: “Deliverables shared via email on Jan 20, 2026.”

Keep notes short, factual, and aligned with your contract. invoice24 makes it easy to standardize these notes so every invoice includes your preferred policy language.

Step 12: Manage Partial Payments and Overpayments Across Currencies

Multi-currency invoicing sometimes leads to payment mismatches. A client might send a partial payment, or their bank might deduct fees so you receive slightly less than expected. You need a consistent way to handle this.

Partial Payments

If you accept partial payments, reflect them clearly and keep the remaining balance in the same invoice currency. This prevents confusion and makes reconciliation easier. You can also invoice the remainder as a follow-up invoice if that better fits your process.

Bank Fees and Short Pays

When a bank deducts fees from a transfer, you may receive less than the invoice total. Decide whether you will:

• Consider the invoice paid and treat the shortfall as a bank expense (good for small differences), or

• Request the client send the remaining amount to fully satisfy the invoice (more common for larger invoices).

Whichever approach you choose, document it in your payment policy and keep it consistent.

Overpayments

If a client overpays (often due to conversion confusion), you can either refund the difference or apply it as a credit to the next invoice. Credits can be especially helpful for ongoing clients.

Step 13: Handle Refunds and Chargebacks in the Same Currency

Refunds are more complex when multiple currencies are involved. If possible, refund in the same currency the client paid. This reduces disputes because the client sees a clean reversal in their account. If the payment processor or bank requires a different approach, communicate clearly with the client about how the refund will be handled and what exchange-rate effects may occur.

For chargebacks, documentation matters. Keep records of invoices, delivery confirmations, and client communications. A well-structured invoice from invoice24 helps because it clearly shows what was billed and when, and aligns with a consistent numbering system and payment terms.

Step 14: Keep Your Accounting Clean (So Tax Season Isn’t Painful)

Even though you can invoice in multiple currencies, US accounting and tax reporting generally revolve around USD. That means you need a consistent method for recording foreign-currency transactions in USD terms.

Here are practical habits that help:

• Record the invoice currency amount and the USD equivalent: Even if your invoice is in EUR, you’ll likely track a USD value for reporting.

• Track conversion fees as expenses: Payment processors and banks often take a spread or fee.

• Expect small FX gains/losses: If exchange rates change between invoicing and settlement, your USD received may differ from your initial estimate.

• Reconcile deposits to invoices: Make sure each payment matches the correct invoice number and currency.

invoice24 helps by keeping invoice records consistent and easy to export or reference. The core idea: invoices should be reliable source documents that your accounting system can follow.

Step 15: Common Multi-Currency Invoicing Mistakes (and How to Avoid Them)

Here are the pitfalls that cause delays, confusion, and lost money—plus how to avoid them with a cleaner invoice process.

Mistake 1: Forgetting to Specify Currency Clearly

Always show the currency code next to amounts. Don’t rely on currency symbols alone—$ can mean USD, CAD, AUD, and more.

Mistake 2: Mixing Currencies on One Invoice

Keep line items and totals in one currency. If you want to show an approximate conversion, label it as “for reference only,” but keep the payable amount consistent.

Mistake 3: Not Accounting for Transfer Fees

If you accept bank transfers, decide who pays fees and state it clearly. Otherwise, you may get short paid.

Mistake 4: Using Unclear Payment References

Tell clients to include the invoice number as the payment reference. It’s a small detail that drastically reduces reconciliation headaches.

Mistake 5: Inconsistent Invoice Numbering

Consistent invoice numbers help both you and your client. They also improve credibility and reduce confusion when multiple invoices are outstanding.

Mistake 6: Not Saving Client Preferences

If a client always pays in GBP and needs a PO number, store that in their profile and standardize your process. invoice24’s client profiles make repeat billing fast and accurate.

Step 16: How to Communicate Multi-Currency Terms to Clients

Most clients are happy to pay in a foreign currency if you make it easy. The key is to communicate terms early—ideally in your proposal or contract—and then reinforce them on the invoice.

A simple communication checklist:

• Confirm the invoice currency: “Invoices will be issued in EUR.”

• Explain payment methods: “You can pay by card or bank transfer.”

• Clarify fees: “Client covers bank transfer fees” (if applicable).

• Set expectations on due dates: “Net 14 from invoice date.”

• Provide a reference: “Please include invoice number in the payment reference.”

When clients know what to expect, payments arrive faster and relationships stay smooth.

Step 17: A Simple Example Workflow for a US Business with International Clients

Let’s make this concrete. Imagine you’re a US-based marketing consultant with clients in the US, the UK, and Germany.

Your workflow could look like this:

• US clients: Invoice in USD, accept ACH and cards, Net 14.

• UK clients: Invoice in GBP, accept cards and UK-friendly bank transfer details, Net 14.

• Germany clients: Invoice in EUR, accept cards and EUR bank transfer details, Net 14.

In invoice24, you store each client’s preferred currency and billing details. When you generate an invoice, the currency, formatting, totals, and terms are consistent automatically. You send the invoice with clear instructions, track status, and follow up only if needed.

This workflow scales. As you add more clients or regions, you’re not reinventing your invoicing process each time—you’re simply applying a repeatable system.

Step 18: Final Checklist Before You Send a Multi-Currency Invoice

Use this checklist to catch the issues that cause delays:

• Currency selected correctly (and currency code displayed clearly)

• Client legal name and billing address correct

• Invoice number and date included

• Due date and payment terms visible

• Line items clearly described (with service period if relevant)

• Taxes and discounts applied correctly

• Payment instructions match the invoice currency

• Reference memo instructions included (invoice number)

• Notes/policies included if needed (fees, late payments)

If you consistently hit these points, your invoices will be easier to approve and faster to pay.

Conclusion: Get Paid Faster with Multi-Currency Invoicing

Invoicing clients and accepting multiple currencies in the US doesn’t have to be complicated. The keys are: choose the right invoice currency, be explicit about totals and terms, offer payment methods that match your client’s reality, and keep your records consistent for reconciliation and reporting.

With invoice24, you can create professional invoices in the currency your client prefers, include all the important fields and payment instructions, standardize your workflow with saved client profiles, and keep your invoicing process organized as you grow. Whether you’re billing a single international client or running a global business, multi-currency invoicing becomes straightforward when your system is built for it.