How to invoice international clients as a small business

Working with clients overseas is exciting—it opens up new markets, bigger opportunities and the chance to grow your brand beyond borders. But there’s one part that can feel a little tricky: international invoicing.

Whether you’re a freelancer, consultant or SME, figuring out how to invoice international clients abroad the right way is essential. Do it wrong, and you risk delayed payments, hidden fees or even compliance issues. Do it right, and you’ll get paid internationally with less stress (and more money in your pocket).

Here’s everything you need to know about global invoicing—from what to include in your documents to the best payment methods and tools to use.

What to include in an international invoice

If you’re going to invoice international clients, you’ll need to be more detailed than you would with a local customer. A professional, clear invoice avoids confusion and helps to ensure smooth cross-border invoicing.

Make sure your international invoice includes:

• Your business details: Name, address, company registration number and VAT/tax ID if relevant.
• Client details: The full legal name and address of your client (particularly important for tax compliance).
• Invoice number: Keep it sequential for tracking.
• Issue and due dates: Be explicit about deadlines—international payments often take longer.
• Description of goods or services: Clear breakdown of what’s being billed.
• Currency: State the currency upfront (e.g. EUR, USD, GBP).
• Payment details: Include international payment methods your client can use, such as IBAN invoice details for bank transfers or options like PayPal invoice.
• Additional charges: If there are shipping fees, customs duties or international transaction fees, note them clearly.

Tip! Keep your invoices professional but simple. The clearer they are, the faster you’ll get paid.

Best payment methods for global clients

One of the biggest questions SMEs face is: What’s the best way to get paid internationally? Luckily, there are several common international payment methods to choose from:

• Bank transfer (SWIFT payment / IBAN invoice): A traditional method for cross-border invoicing. Reliable, but often slow and expensive due to intermediary bank fees.
• PayPal invoice: Easy to set up and widely used, but fees can be high, especially for larger payments.
• Online money transfer services: Platforms like TransferGo Business offer low-cost, fast international payment methods—often cheaper and quicker than banks.
• Credit card payments: Convenient for clients but may carry higher processing fees for you.

The best approach is often to offer your client at least two payment options—one traditional (like SWIFT) and one digital (like TransferGo). That way, they can choose what works best for them.

Legal and tax considerations when invoicing abroad

When learning how to invoice abroad, it’s not just about the paperwork—it’s also about staying compliant. Small businesses can easily overlook legal requirements, which can cause issues down the line.

Here are some important considerations:

• VAT and sales tax: Depending on where your client is based, you may or may not need to charge VAT. For example, EU rules differ for B2B and B2C clients.
• Local tax laws: Some countries require invoices to include specific information for them to be valid. Always check your client’s country requirements.
• Double taxation agreements: To avoid paying tax twice on the same income, see if your country has agreements with your client’s country.
• Data protection: If you’re storing client details, GDPR may apply even if you’re outside the EU.

When in doubt, seek professional advice. Staying on top of tax compliance now will save you expensive headaches later.

Tools to create and send international invoices

The good news is you don’t have to create invoices manually. There’s plenty of invoicing software for freelancers and SMEs that makes global invoicing simple:

• FreshBooks: Great for freelancers and small businesses, offering automatic invoice creation in multiple currencies.
• Xero: Popular with SMEs for accounting and invoicing together.
• QuickBooks: Integrates accounting with global invoicing features.
• Zoho Invoice: Affordable and flexible for smaller businesses.
• Wave: A free tool that’s simple to use if you’re just starting out.

These tools let you add international payment methods directly to your invoices—so clients can pay you with just a click.

Make global invoicing easier with TransferGo Business

International invoicing doesn’t have to be complicated. With clear invoices, the right payment methods and smart invoicing software, you can invoice international clients confidently and get paid internationally without delays.

But there’s still the challenge of high fees and slow transfers when receiving payments. That’s where the TransferGo Business Account can help. With TransferGo, you’ll benefit from:

• The ability to hold and exchange multiple currencies—including GBP, EUR, PLN and RON.
• Fast cross-border payments—often in minutes.
• Low fees and competitive exchange rates—far cheaper than most SWIFT payments.
• Batch payment features—ideal if you’re paying multiple suppliers or employees abroad.
• Multi-currency support—making global invoicing straightforward.

Just like invoicing software keeps your paperwork in order, TransferGo makes sure your money arrives quickly, securely and at a fair cost.

Ready to simplify your international invoicing? Sign up to TransferGo Business today.