Working with clients abroad is a great way to grow — but it complicates billing. Different currencies, different VAT rules, different invoice expectations. Here’s how to keep multi-currency client work under control, from rates to invoices to reports.
Agree the currency per client, up front
Decide with each client which currency you’ll invoice in and put it in the contract. Most foreign clients prefer their own currency (or EUR/USD); some are happy with yours. Whatever you agree, the currency should be a property of the client, not of your whole company.
That’s how Clocknico works: each client has its own currency, chosen from a list. Rates on that client’s projects are interpreted in that currency, and invoices are issued in it. Your German client can be billed in EUR while a UK client is billed in GBP and an American one in USD.
Set rates in the client’s currency
A rate of 100 means 100 EUR for one client and 100 USD for another. Keep it simple: agree rates directly in the client’s currency rather than converting your home-currency rate every month.
Never add different currencies together
A report that adds €5,000 and $3,000 into “8,000” is worse than no report. Totals must be kept per currency. Clocknico’s reports and invoice lists show amounts per currency, and the CSV export includes a currency column so your accountant can convert at the correct rate.
Get the invoice details right
Invoices to foreign companies usually need:
- the client’s full legal name and address;
- their VAT ID (and/or tax ID / registration number);
- your own company details and VAT ID;
- the correct VAT treatment — for many cross-border B2B services this is a reverse-charge or exempt note rather than VAT added.
In Clocknico you store the buyer details on the client (or they’re taken from the linked CRM company), and your seller details, VAT rate or VAT-exemption note in the company settings. Every issued invoice keeps a snapshot of both, so later changes don’t alter past invoices.
VAT rules differ by country and change over time — always confirm the correct treatment with your accountant.
Payment terms and reminders
Set payment terms per client — foreign clients often have longer approval cycles — and keep an eye on what’s issued but unpaid.
Profitability in each currency
Revenue from a USD client and costs in your home currency don’t mix automatically. Clocknico’s profitability figures are shown in the client’s currency; for a company-wide picture, convert at your own chosen rate in your accounting system.
Checklist for billing foreign clients
- Currency agreed and set per client
- Rates agreed in that currency
- Client VAT ID and legal details stored once
- Correct VAT note on invoices (check with your accountant)
- Totals kept per currency
Per-client currencies, invoices and reports are included in every Clocknico plan — free for teams of up to 5 users.