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Invoicing In Foreign Currency

If you provide services or goods overseas, you must face the dilemma of how to choose the invoicing currency. Invoicing international clients in their local currency will give you a competitive advantage and help you provide exceptional customer service.

However, receiving payment from foreign company or customer bears the risks related to currency volatility. Inexperienced exporters can lose income and make plenty of mistakes due to exchange rate fluctuations. This article explains how to generate an invoice euro or other foreign currencies and how international sellers benefit from multi currency invoicing.

Foreign Currencies And Exchange Rates

Let’s agree that sending an invoice in US dollars is the easiest way for an international supplier. However, this approach is not always convenient for a customer. Many may not have a dollar bank account, so they may lose money due to double currency conversions. In such a case, it is reasonable for exporters to start billing in the consumer’s local currency. Usually, if you send an invoice in a foreign currency, you will also provide a similar price list.

Before invoicing abroad, it is worth ensuring that you have an actual exchange rate. Invoice currency definition helps to set competitive prices, so they are not understated or overstated. How to correctly calculate the exchange rate for an invoice? The first way is to choose the average market rate. You need to calculate the arithmetic average between the purchase and sale rates. For this purpose, use a simple formula: (buy rate + sell rate) / 2 = average rate. Alternatively, you can focus on the periodic exchange rate.

Don’t forget to convert the shipping cost, tax, and other expenses associated with the transaction. This will protect your customers from any inconveniences while paying international invoices.

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Benefits Of Invoicing In Foreign Currencies

B2B and B2C exporters can win from invoicing in foreign currency and increase their profits. How? With straightforward pricing, the potential customer will be more likely to purchase. Moreover, when receiving invoices in the local currency, the client has fewer questions about how to pay an international invoice. If you provide understandable pricing, it will be easier for foreign customers to make a payment.

Another essential benefit of multi currency billing is faster receipt of payments. With the ability to settle the local currency, customers are less likely to miss the invoice deadline. With timely payments, you can adjust a steady cash flow for your company and set long-term growth goals.

In addition, currency conversion will help you get new loyal customers. The problem with international trade is that clients may distrust a foreign seller. They may not understand or even be afraid of paying invoices in foreign currency. By providing transparent prices to the customer, you show your respect. The less stress and questions the buyers have during shopping, the more likely they will repeat the purchase and recommend your company to others.

For the convenience of the customer, example invoice template may be helpful.
Benefits Of Invoicing In Foreign Currencies
DiversificationInvoicing in foreign currencies allows businesses to diversify their revenue streams and reduce their exposure to currency risk in their home country.
Access to new marketsInvoicing in foreign currencies allows businesses to access new markets and reach customers who prefer to pay in their local currency.
Competitive pricingInvoicing in foreign currencies can help businesses price their products and services competitively in different markets, which can lead to increased sales and revenue.
Currency hedgingInvoicing in foreign currencies allows businesses to use currency hedging strategies to mitigate currency risk and protect their profits.
Improved cash flow Invoicing in foreign currencies can help businesses improve their cash flow by reducing the time it takes to receive payment from international customers.
Increased credibility Invoicing in foreign currencies can help businesses establish credibility with international customers and show that they are familiar with and sensitive to the local business practices and cultural norms.
Additionally, understanding how to pay international invoices is crucial for businesses operating in global markets, as it ensures timely and efficient transactions while minimizing costs and currency exchange risks.

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Invoicing Overseas Customers Tips

International invoicing has many pitfalls. To avoid losing income and gaining a share of the foreign market, you should keep a few things in mind. Before you start trading abroad, make sure that your country’s legislation allows you to receive income in foreign currencies. If so, consider the current exchange rate and post prices for foreign buyers in your catalog.

Remember that the cost of goods on the site should be the same as in the invoice. Pay attention to the fact that each private bank sets the rate at its discretion. It might be different from the official rate, so we recommend referring to the state bank of the country you are invoicing.

Do not forget to update the exchange rates regularly. If you do not keep track of the actual market rate, you run the risk of losing income. Remember that any gains or losses caused by differences in the exchange rate should also be recorded into accounting entities. If you received less than the amount shown on the invoice, you should mark the difference as an “Expense”. Conversely, if you were overpaid for goods, such profits should be categorized as “Other Income.

Invoicing Overseas Customers Tips

Creating An Invoice With Foreign Currencies Guide

The choice of invoice currency determines the further algorithm of invoicing. If you invoice customers in their local currency, you should find the exchange rate quotes. After that, duplicate the price of the goods in the selected currency in your online store or catalog. When the customer decides to purchase an item, write out an international invoice in the selected currency. We suggest checking the exchange rates every week or two. This will help you not to overestimate the price of the goods and not to lose in case the rate changes.
Creating An Invoice With Foreign Currencies Guide

If you prefer paper invoicing, you can manually fill out every copy. But this is time-consuming and could lead to errors. An alternative solution could be using a multi currency invoicing software such as Saldo Invoice. The automated assistant allows you to select over a hundred currencies for your invoice. On request, you can fill out a ready-made template for a specific country, such as the UK invoice template or a sample of invoice Malaysia.

Templates will not only help you create a professional invoice but also allow you to customize them to your needs. Impress your customers by adding a digital signature, logo, and a quick payment form. After you fill in the invoice, download a PDF copy and send it to the recipient. Such an invoice can be displayed on any device and quickly recorded in the balance sheet.

Templates will not only help you create a professional invoice but also allow you to customize them to your needs. Impress your customers by adding a digital signature, logo, and a quick payment form. After you fill in the invoice, download a PDF copy and send it to the recipient. Such an invoice can be displayed on any device and quickly recorded in the balance sheet.


How to change currency on Excel invoice? If your customers prefer to receive invoices in Excel, you can download the receipt template from the website and manually change the currency settings.

The reality shows that international exporters must be flexible and willing to accommodate their consumers. Invoicing in a foreign currency will help open up new markets and win loyal clients. Stop doubting and take your international business to the next level by following our guide on how to invoice international clients.

Practical considerations when invoicing in foreign currency

When it comes to invoicing in foreign currency, there are several practicalities to keep in mind. The first involves foreign currency settlements and exchange rates. It’s vital to monitor the exchange rates continuously. There are several online tools available that provide real-time updates and help you make accurate conversions during transactions. Secondly, managing fluctuations in the currency exchange rates is also crucial. You can consider options like forward contracts, which allow you to lock in a specific rate for future transactions, thus managing the risk of volatility. This brings us to another significant aspect – exchange risk management. Currency risk can significantly impact your business profits.

Legal aspects and taxation when invoicing in foreign currency

Before you begin invoicing, you must understand the local and international regulations and requirements. In some countries, local laws might require specific disclosures. Being aware of these regulations will ensure you avoid potential legal challenges and enables you to leverage the benefits of a broader market. Tax implications also need to be considered. When you’re receiving payments in foreign currencies, exchange gains or losses can have tax consequences. It’s important to seek advice from a tax professional to ensure tax compliance and accuracy in your financial reporting.

Tools and recommendations for efficient foreign currency invoicing

To make your invoicing process more efficient, consider using specialized payment systems and financial instruments. This is one of the best practices for businesses engaged in international transactions. Multi-currency invoicing software can help automate the process and reduce errors. These tools also provide the added benefit of maintaining real-time exchange rates, ensuring high levels of accuracy. Here are some practical tips to reduce risk and facilitate the foreign currency invoicing process:
  • Always update your exchange rates regularly.
  • Ensure your invoices comply with local laws and regulations.
  • Seek professional tax advice.
By considering these practical, legal, and strategic aspects, you can navigate the complex terrain of international invoicing more confidently. Always remember, your main goal is to facilitate seamless transactions for your overseas customers and create a win-win situation for both parties.
Radomir Novkovich
Radomir Novkovich
Co-founder of Saldo Apps. His core competencies include product management, mobile app marketing, financial advertising, and app store optimization.
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