International invoice checklist
What belongs on an international invoice?
If you're sending an invoice abroad, it needs to spell out who is paying whom, for what, how much, in which currency and by when. Anything missing here can slow things down, or cause back-and-forth messages before the money arrives. Addressing these points helps the payer, but also means you spend less time chasing unpaid bills.
When you’re invoicing someone outside your country, keep in mind their bank or customs office may see your invoice, not just their accountant. Local requirements can change from one country to another and even between different industries. So, compare the rules where you are with those on your client’s side before issuing an invoice. For information on picking the right currency, see how to invoice in foreign currency.
Payment details that prevent delays
You'll need your own full legal name and address, and the same for your client. Assign each invoice a unique number. Make sure the total is shown with both the amount and the official currency code, no ambiguity. Write the due date in a format everyone can recognize, such as 15 March, to avoid mixups.
Include all banking details needed: account holder name, bank name, an IBAN or local account number, plus the BIC or SWIFT code. If there will be transfer fees, specify the charges instruction (for example, SHA) so each side knows who covers the costs. The guide to bank details for international payments explains the standard fields for each country.
A quick checklist before you send
- Your full legal name, address, and tax number (if you have one)
- The client's full name and address
- Invoice number and date it was issued
- Clear summary of what's being supplied
- Total amount, with currency code and taxes listed separately
- Due date and terms of payment
- Bank account details and the payment reference to use
- A note on charges: SHA, OUR, or BEN, to show who’s paying transfer costs
Frequently asked questions
Do international invoices need a tax number?
Requirements depend on the countries and the supply type. In many places, tax numbers, like a VAT ID, are shown on cross-border invoices, for both seller and buyer, but national rules can differ. Ask your tax authority or a licensed adviser if you’re unsure.
Does an international invoice need a reference number?
Yes. Use a unique invoice number each time. This reference helps the client's bank and their accounts department recognize which payment matches which document. Add this number to your payment instructions and ask your client to put it in their transfer, so payments reach you without extra checks.