Invoicing foreign clients: language, currency and VAT notes

When you invoice a client abroad, the basics—date, description, amount—are the same. But the currency, the VAT, and the language can trip you up. This guide shows you exactly what to include on an international invoice to avoid disputes, currency confusion, and tax trouble.

Why international invoices are different#

Invoicing a German client is not the same as invoicing one in Amsterdam. The VAT rules shift based on whether the client is in the EU or outside it, and whether they're a business or a consumer. Your invoice is also legally less potent abroad without the right language and payment terms. The good news is that the steps are straightforward once you know them.

The currency question: billing in EUR or the client's currency#

Most Dutch freelancers invoice in EUR. It's simpler, it's your home currency, and clients understand it. But when a client asks to pay in USD, GBP, or another currency, you face two choices: change your invoice price to that currency, or invoice in EUR and let them convert.

Option 1: Invoice in the client's currency (easier for them, riskier for you)#

If you invoice in USD, your client pays in USD, and you convert to EUR at the point of payment. The advantage: they don't have to convert and pay a currency fee. The disadvantage: you bear the currency risk. By the time they pay, the USD has dropped 3%, and you've lost 3% of your fee.

Example: You charge USD 2,000. You invoice in USD. By the time they pay two weeks later, USD/EUR has dropped to 0.88 (from 0.92). You receive EUR 1,760 instead of EUR 1,840. That's your loss.

Option 2: Invoice in EUR with a locked exchange rate#

A safer approach: invoice in EUR, but lock in the exchange rate at invoice date. On your invoice, show:

Consulting services: €2,000.00
Client may pay in USD at today's rate: USD 2,165 (EUR/USD = 1.0825)

This way, you're not caught out by a falling currency. The client knows the USD price, and if they want to pay in EUR to save on conversion, they can. You're protected either way.

Option 3: Invoice in EUR only#

The safest route: insist on EUR. Most international invoicing platforms, banks, and payment tools work in EUR without fuss. A professional client expects this. If the client absolutely insists on paying in their own currency, you can convert the EUR amount to their currency on the invoice as an informative line, but the payment is still in EUR—or they pay a conversion fee on top.

VAT rules for invoicing abroad#

The VAT question is the trickiest part. The rule depends on whether your client is a business or a consumer, and where they are.

B2B EU clients: reverse charge (0% VAT)#

If your client is a business in another EU country (and you are providing a service, not selling goods), you invoice at 0% VAT and note "reverse charge" or "VAT reverse charged". The client enters the VAT themselves in their own country.

On your invoice, you must show:

• Their full EU VAT number (for example, DE 123456789 for Germany, or IT 12345678901 for Italy)
• A note like "VAT reverse charged" or "VAT payable by recipient" or "Intra-EU B2B service"
• The amount without VAT
• The 0% VAT line (optional, but clear)

Example invoice section:

Consulting services       €1,500.00
VAT 0% (reverse charged)     €0.00
                         ___________
Total                    €1,500.00

VAT is reverse charged to the client. 
Client VAT ID: DE 987654321

You then report this sale in your own quarterly VAT return under the ICP section (Intra-Community Supplies). See the ICP declaration explained for details.

B2C EU clients: 21% VAT (usually)#

If your client is a consumer in another EU country (no business VAT number), you charge 21% VAT unless they have a valid VAT number. The VAT stays in the Netherlands—you don't reverse charge. This is also why "reverse charge" only applies to B2B; a consumer doesn't have a business VAT number to reclaim with.

Even if a consumer is based in France or Germany, you bill them at 21% because they are not a business in the EU VAT system. Invoice them the same way you'd invoice a Dutch consumer.

Non-EU clients (outside the EU): usually 0% VAT#

If your client is outside the EU (anywhere from the UK post-Brexit to the USA, Australia, or Singapore), you typically invoice at 0% VAT. There's no reverse charge note needed—just 0% because the service is consumed outside the Dutch/EU tax zone.

On your invoice:

Consulting services       €1,500.00
VAT 0%                       €0.00
                         ___________
Total                    €1,500.00

No VAT number required; no ICP reporting. The rule: services supplied to a non-EU client are outside the Dutch VAT system.

Summary table#

Language: English is usually fine, but be clear#

You can invoice in English. Most international clients expect it. However, make sure the legal language is clear: payment terms, late payment consequences, and any dispute-resolution clause should be in a language both you and the client understand.

If the client operates in their local language and prefers an invoice in that language, consider providing one (or at least a translation of key terms). It builds trust and reduces disputes.

Getting paid across borders: practical steps#

Once your invoice is correct, getting paid is the next hurdle.

1. Specify a payment method#

On your invoice, state how you want to be paid: a Dutch bank account (IBAN), PayPal, Wise, or another service. Most international clients prefer a bank transfer via SWIFT/IBAN because it's a traceable record.

Example:

Payment terms: Net 30 days
Please transfer to:
Account holder: Your Name
IBAN: NL91ABNA0417164300
SWIFT: ABNANL2A
Bank: ABN AMRO Bank N.V., Netherlands

2. Specify the currency for payment#

If you want payment in EUR, say so: "Payment in EUR to the IBAN above." If you accept USD, give a USD payment option (via Wise or your bank). Don't leave it ambiguous.

3. Use Wise or a payment service for lower fees#

If you regularly invoice non-EU clients, consider a service like Wise (formerly TransferWise) or PayPal. They offer lower exchange rates and fees than traditional banks. Show this option on your invoice:

Or pay via Wise:
[Your Wise link or email]

4. Invoice early and follow up promptly#

International invoices take longer to process (bank delays, weekend gaps, SWIFT routing). Invoice as soon as work is done. If payment is late, send a reminder within 5 days—don't wait.

Keeping records for the Belastingdienst#

Your international invoices are part of your administrative records. Keep them for 7 years, even if the client was in another country. The Belastingdienst may audit them to verify:

• That you correctly applied VAT rules (0% for reverse charge, etc.)
• That you declared the income correctly
• That the client's VAT number was genuine (for B2B EU invoices)

Store a copy in your bookkeeping system with the same date and number format you use for domestic invoices. If you invoice in the client's currency, also record the EUR equivalent at the invoice date for your records.

Linking to related invoicing guides#

Invoicing abroad is also connected to broader VAT rules. For a full deep dive:

• Learn about reverse charge for EU clients — the 0% VAT detail
• Understand VAT for services outside the EU — for non-EU invoicing
• Review the full invoice requirements checklist — so you never miss a mandatory field
• See the ICP declaration — required if you invoice EU B2B clients regularly

Frequently asked questions#

Invoicing abroad doesn't have to be complicated. The key is getting the currency, VAT, and payment method right from the start. When your invoice is clear and compliant, clients pay on time, and the Belastingdienst has no reason to question you. Ready to go global with your freelance work? ZZP Belasting makes it easy to track invoices in multiple currencies and automatically apply the correct VAT rules.

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