How to Invoice International Clients (With a Free Template)

A clear, professional invoice gets you paid faster and with fewer questions. When your client is in another country, a few extra details matter: currency, payment instructions and terms. Here's what to include and a template you can copy.

What every invoice should include#

1. The word "Invoice" and a unique invoice number (for example 2026-014). Use a consistent, sequential numbering system.
2. Invoice date and due date.
3. Your details: full name or business name, address, email, and any tax or business registration number you have.
4. Client details: company name, address, and the contact person.
5. Description of the work: what you delivered, for which period or milestone.
6. Quantity and rate: hours × hourly rate, or a fixed amount per milestone.
7. Total amount and currency, stated clearly (for example "USD 3,200.00").
8. Payment instructions: how to pay you.
9. Payment terms: when payment is due and any late-payment terms you agreed.

Extra details for international clients#

• Currency: invoice in the currency you agreed in the contract, and write it out (USD, EUR, GBP).
• Payment method details:
  • Bank transfer: your account name, account number, bank name, branch, SWIFT/BIC code and bank address.
  • Payment platforms (such as Payoneer or Wise): the exact payment details or link the platform gives you.
• Fees: state who covers transfer fees. For international transfers, the sender, the receiver or both can be charged fees, and intermediary banks may deduct charges too. Agree on this in your contract.
• Purchase order (PO) number, if the client uses them. Larger companies often won't pay invoices without one.
• Purpose of payment: a short description such as "software development services" can help your bank process incoming foreign payments.

Payment terms#

Common terms:

• Due on receipt: payment expected immediately.
• Net 15 / Net 30: payment due 15 or 30 days after the invoice date.
• Milestone-based: payment after agreed deliverables.

For new clients, consider an upfront deposit or shorter terms. Whatever you choose, agree on it in the contract first; the invoice should match the contract.

A template you can copy#

INVOICE                                         Invoice no: 2026-014
                                                Date:       1 Nov 2026
                                                Due date:   15 Nov 2026 (Net 14)
FROM
Your Name / Business Name
Address, City, Sri Lanka
[email protected]
Tax/registration no: (if applicable)

BILL TO
Client Company Ltd
Address, City, Country
Attn: Contact Name
PO number: (if provided)

DESCRIPTION                                   QTY     RATE        AMOUNT
Software development services, October 2026   120 h   USD 25.00   USD 3,000.00
Code review and deployment support             8 h    USD 25.00   USD   200.00
                                                       TOTAL      USD 3,200.00

PAYMENT DETAILS
Bank transfer: Account name / Account no / Bank name / Branch / SWIFT code
(or: payment platform details)
Transfer fees: paid by the sender (as agreed in the contract)

Thank you for your business.

The amounts in the template are only examples. Use your own agreed rate.

Tools#

You can make invoices in a spreadsheet or document template, or use invoicing software that tracks paid and unpaid invoices and sends reminders. Many payment platforms also include invoicing features. Whatever you use, export to PDF and keep a copy of every invoice.

Following up on late payments#

1. A friendly reminder a day or two after the due date: "Just a quick reminder that invoice 2026-014 was due on 15 November. Could you let me know when payment is scheduled?"
2. A firmer follow-up a week later, referring to the payment terms in your contract.
3. Pause work if your contract allows, until overdue invoices are paid.

Clear contracts, deposits for new clients and regular invoicing (monthly or per milestone) reduce the risk of large unpaid amounts.

Records and tax#

Keep every invoice, payment confirmation and bank statement together, organised by month. You'll need them for tax filing, for your bank, and in any dispute. Tax rules on income from foreign clients depend on current law. Check with the Inland Revenue Department or a qualified tax adviser.

Key takeaways#

• Include invoice number, dates, both parties' details, a clear description, rate, total and currency.
• For international clients, add full payment details and agree who pays transfer fees.
• Make your payment terms match your contract, and follow up on late payments politely but firmly.
• Keep organised records of every invoice and payment.

Setting your rate first? Read how to set your rate as a remote developer, and see working remotely for a foreign company for contract basics.

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