How to Properly Send and Receive Invoices Internationally
May 2nd, 2023
As businesses expand their operations beyond their home countries, common day-to-day activities can become a new challenge. Sending and receiving invoices, for example, have the added complexity of dealing with different regulations, taxes, currencies and even cultural nuances.
There might also be a limited understanding of receiving and making payments, considering currency differences, banking limitations, and local tax laws.
This article will explore key tips and best practices for sending invoices internationally, including what information to add to invoices and how to navigate taxes concerns.
What Are International or Foreign Invoices?
An international invoice is a document that outlines the details of a business transaction between parties in different countries. It serves as a formal request for payment for goods or services.
International or foreign invoices are used by businesses to bill their customers or clients in other countries for the products or services they have provided. They are essential documents for businesses engaged in cross-border trade, enabling them to receive payment in a foreign currency and establish clear payment terms with international clients.
It is crucial that when handling payments abroad or even charging clients, businesses provide properly constructed invoices. They help facilitate payment processing, minimise potential disputes or delays, and maintain professionalism in international business transactions.
What to Consider When Issuing or Receiving Foreign Invoices?
Sending invoices internationally may require additional considerations compared to domestic invoicing due to various factors; Tax regulations and currency conversions are just two of the matters business should consider when constructing invoices.
Foreign invoices must comply with the specific regulations and requirements of both seller’s and buyer’s countries to ensure smooth and legally compliant transactions.
Here are some key factors companies should consider for smooth international invoicing:
When issuing invoices internationally, companies must understand the local regulations and requirements of both the seller’s and buyer’s countries.
These regulations can include tax laws, rules for invoicing or any other legal requirement related to international trade. For example, businesses might be required to list the percentage of the amount destined to paying taxes, describe services or even provide banking information.
When handling payments in different countries, businesses might have to deal with different currencies. It is important to specify the currency in which the invoice is issued, taking into account the preferences and requirements of both buyers and sellers.
Currency conversion rates and potential currency fluctuations should also be considered, as they may impact the final payment amount.
Companies might want to determine a currency exchange rate for every transaction they make, agreed upon between both parties and not attached to market fluctuations. They can also determine the precise time or day on which the conversion rate will be applied.
Companies should ensure that the invoice is written in a language that is understandable to both the seller and the buyer.
This may require translation services to avoid miscommunication or misunderstandings.
Consider what information you should include in the invoice. Buyers and sellers must agree on what should be provided to avoid confusion and clarify every payment transaction.
Companies should also clearly outline their payment terms, including the due date, accepted payment methods, and any late payment fees or discounts.
Detailing this information helps set expectations and ensures that both parties are on the same page regarding payment and deadlines.
Online invoicing tools
There are online invoicing tools available which can streamline the foreign invoicing process. These tools often have automated currency conversion, multilingual templates, and integrated payment options.
However, it is also important to consider privacy regulations and other laws and requirements that these tools might not include.
Companies should be aware of any cultural differences that may impact invoicing and payment processes.
For example, some cultures may have different expectations around payment timelines, negotiation practices, or communication styles. Being mindful of cultural nuances can help build positive business relationships and avoid misunderstandings.
What Are the Tax Concerns Related to Foreign Invoices?
Taxes are some of the main concerns when issuing and receiving invoices. Tax laws can be complicated and vary significantly across countries. Working with companies specialising in international businesses and having the expertise to handle different tax laws is the best approach.
Not complying with local tax laws can put a company at risk of criminal liability.
When issuing foreign invoices, businesses must consider the following:
Value Added Tax (VAT) or Goods and Services Tax (GST)
VAT or GST are taxes levied on the sales of goods or services in many countries.
The rules and rates regarding these two taxes or similar fees vary depending on the country. Companies need to determine whether they are required to charge VAT/GST on their foreign invoices based on the destination country’s regulations.
In some cases, businesses may need to register for VAT/GST in the destination country and obtain an identification number that must be included on the invoice.
Some countries may impose withholding taxes on payments made to non-resident companies for services or royalties.
The withholding tax rate and requirements vary by country. It is important to understand the rules and ensure that the correct amount is deducted from the invoice amount, if applicable.
Double taxation avoidance agreements
Many countries have bilateral agreements to avoid double taxation, which can impact the tax treatment of foreign invoices. These agreements may provide exemptions or reduced tax rates for certain types of income.
Companies should review the relevant double taxation avoidance agreements between their country and the destination country to determine the applicable tax treatment and ensure compliance.
Documentation and record-keeping
Proper documentation and record-keeping are critical in international invoicing for tax purposes.
Companies should maintain accurate records of all foreign invoices issued, including details of the transactions, such as the amount paid or charged, currency, tax treatment, and any applicable exemptions or deductions. These records may be required for tax audits or other compliance purposes.
Currency exchange rates can impact the tax treatment of foreign invoices, particularly when transactions involve multiple currencies.
Companies should ensure they use the correct exchange rates for tax reporting, which may vary depending on local regulations and accounting standards.
You can read more about what to consider regarding international accounting here.
Local tax filing and reporting obligations
Companies may have local tax filing and reporting obligations in the destination country, including periodic tax filings, VAT/GST returns, or other local reporting requirements.
Understanding and complying with these obligations is essential to avoid penalties or other compliance issues.
What Information to Add to Foreign Invoices?
A foreign invoice should include several pieces of information to ensure clarity and accuracy in the billing and payment process.
As long as it follows all legal requirements, it is possible to add relevant information to business relationships. However, here are some of the items typically included in invoices:
It is important to include the seller’s name, address, and contact information, making it clearly stated on the invoice.
Companies might also need to include tax identification numbers or business registration numbers.
Similar to the seller’s information, the invoice must contain the buyer’s name, address, and contact information. It might also be necessary to include tax identification numbers and billing addresses.
Invoice number and date
Each invoice should have a unique invoice number and clearly state the date of issuance. This helps with record-keeping and reference purposes.
Description of products and services
Companies should always include a clear and detailed description of the products or services being invoiced.
This information may be names of products, quantities, unit prices, and any other relevant information that describes what has been provided. In the case of services, sellers can list the number of days dedicated to the activity, the hourly rate, or even the name of the projects that were delivered.
Currency and amount
As discussed, one of the key issues in foreign invoices is the currency in which products or services are charged. The currency must be clearly stated on the invoice, along with the amount.
If applicable, any currency conversion rates or calculations should also be included.
The invoice should also include the payment terms, such as the due date, accepted payment methods, late payment fees and discounts.
By listing this information, businesses set expectations, facilitating payment processing.
Taxes and other charges
Another piece of information that should be included in invoices is any applicable tax, such as VAT or GST.
Other taxes can also be listed, making it clear what percentage of the charged amount represents taxes.
Companies should also clearly state other charges, such as shipping fees, handling fees, or any other charge added to the product or service provided.
Total amount due
The total amount due is the most important item to include in an invoice. The total amount must include taxes and charges.
Along with payment terms, the invoice should also include instructions for payment. Include bank account details, payment method and any other relevant instructions.
Providing this information facilitates timely and accurate payment.
Other legal or compliance information
Depending on the destination country’s requirements, invoices should also include information such as local tax identification numbers, business registration numbers or any other item required by law.
How to Pay Foreign Invoices?
When discussing foreign invoices, payment methods might be an issue. There are many different ways to pay invoices, each with advantages and disadvantages.
Choosing a payment method will depend on banks’ availability and country restrictions, so it is important to study and assess the possibilities before making a decision.
Here are some of the most common international payment methods available:
1. Wire transfer or bank transfer
This is one of the most traditional and widely used methods for international payments. It involves transferring funds from one bank account to another using the SWIFT (Society for Worldwide Interbank Financial Telecommunication) network.
Wire transfers are generally considered secure and reliable, but they can be costly in terms of transaction fees and currency conversion fees.
2. Online payment platforms
Nowadays, there are many online payment platforms available which facilitate international payments.
Services such as PayPal, Wise, and Stripe offer convenient and fast options for international payments, allowing businesses to send and receive money with lower transaction fees.
However, there may be some limitations on the number of transactions available, and these platforms are not available in every country.
3. Letter of credit
A letter of credit is a financial instrument issued by a bank that guarantees payment to a seller upon the satisfactory fulfilment of specified conditions, such as presenting required documents.
Letters of credit are commonly used in international trade transactions to provide a level of security for both the buyer and the seller.
This method can be complex and involve additional costs, such as bank and insurance fees.
4. International money order
International money orders are similar to traditional money orders but are used in a foreign currency and can be used for international payments.
Companies can purchase money orders from banks or other financial institutions, which can be a cost-effective option for small transactions. However, similar to online payment methods, there might be a limited number of transactions available, and it may require additional processing time.
5. Online payment gateways
Online payment gateways, such as Worldpay, Authorize.Net, and others, provide a secure online platform for businesses to accept payments from customers worldwide.
These gateways typically support multiple payment methods, including credit cards, debit cards, and alternative payment methods. These tools also offer currency conversion and other transaction-related tasks.
Possible downsides of this method are transaction fees or the necessity to integrate the system with a website or e-commerce platform.
Cryptocurrencies such as Bitcoin, Ethereum and others have gained popularity as a means of international payment due to their borderless and decentralised nature.
Cryptocurrency transactions can be fast and relatively low-cost, but they also come with volatility risks and may not be widely accepted by all businesses.
Sending and receiving invoices internationally requires a clear understanding of tax requirements and legal obligations. Companies making foreign transactions must also consider payment methods and cultural differences when charging or paying for a product or service.
Consulting with financial professionals or international trade experts can provide valuable guidance and ensure compliance with regulations across borders. With proper planning and attention to detail, businesses can navigate the challenges of international invoicing.
When it comes to payments, no risk is welcome. Therefore, reaching out to the available help to charge and pay clients and partners can be extremely beneficial.