How to invoice international clients as a Filipino freelancer

Working with international clients is one of the biggest dreams of freelancers in the Philippines. You can earn in stronger currencies while working at your convenience and building long-term relationships. But one thing many Filipino freelancers struggle with is invoicing, especially across various currencies. A good invoice is a record of your work, a legal document for tax purposes, and a way to ensure your payment is processed without delay. This guide walks you through how Filipino freelancers can invoice international clients properly and improve their professional outlook.

Also read: Remote jobs abroad for Filipinos: a simple starter guide

Why invoicing matters when working with international clients

Preparing invoices sounds like one of those petty admin tasks that frustrates many freelancers. But when you work with clients outside the Philippines, invoicing is very important to ensure you get paid. Here are some reasons invoicing matters:

• Helps clients approve payments faster
• Simplifies communication
• Protects you in case of disputes
• Helps you with filing taxes
• Ensures you maintain professionalism

While freelancing platforms such as Upwork and Fiverr handle invoicing automatically, you need to issue your invoices if you work independently.

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What to look out for in your invoice

There are different invoicing formats, and some clients may explicitly state what they expect. Here are some essentials on your invoice:

1. Your business details: The invoice should contain your full name or business name, address, email, and any registration numbers (TIN, business permit, or BIR registration).

2. Client details: Include the client’s name, address, contact person (if you are working with a company), and country of registration. If they request it, include their VAT or tax ID.

3. Invoice number: Use a unique, sequential invoice number because many foreign clients require this for their auditing.

4. Date of issue and due date: Clearly state when the invoice was issued and when payment is due.

5. Description of work: List the services provided, number of hours or project rate, and the period covered. Be as specific as possible to avoid disputes.

6. Currency of payment:  Always state the payment currency clearly to avoid disputes.

7. Total amount payable: Include subtotal, any applicable fees, and the final amount. Do not include VAT unless you are VAT-registered with the BIR.

8. Payment method and details: Specify exactly how the client should pay you and include the specific details for your chosen payment method

9. Notes and terms: Add any additional notes such as late-fee policies, milestone reference, or links to submitted work.

Also read: Why freelancers in the Philippines struggle with foreign currency access

Tools Filipino freelancers use to create invoices

You don’t need complicated software. You can choose between manually filing your invoices or automating the process to save time and reduce errors. Here are some ways Filipino freelancers invoice their international clients:

• Google Docs or Google Sheets: These are probably easier to use, as many freelancers are already familiar with them. Basic templates are available on platforms like Google Docs or Microsoft Excel/Word, but require manual tracking.
• Grey: Grey is an international payment solution that also offers automated invoicing to help Filipino freelancers streamline their finances. The tool allows you to generate professional, branded invoices in minutes and send them directly to the client's email. Users create invoices in your client’s preferred currency and receive payments into a multi-currency account (supporting USD, GBP, and EUR). This helps you avoid currency conversion fees. You can track payment status, set up recurring invoices, and automate payment reminders.
• Wave:This free invoicing tool is widely used to send invoices in multiple currencies. It is suitable for tracking payments and managing basic financial reports.
• Zoho Invoice: This is a free invoicing tool designed for small businesses. It supports time tracking, templates, and recurring invoices. Users can invoice across various currencies and manage each client’s payments effectively.
• FreshBooks: A user-friendly accounting software designed for freelancers that offers intuitive invoicing, expense tracking, and reporting features.
• Notion: This is another somewhat manual but useful for freelancers who want a minimal, easily editable template.

Also read: Best platforms to earn US dollars in the Philippines

Invoicing international clients like a pro

Professionally invoicing international clients is one of the most essential skills for Filipino freelancers. While it can be a royal pain for freelancers, a good invoice gets you paid faster, protects you legally, helps with BIR compliance, and makes you look serious to clients. Automating your invoicing with Grey ensures invoicing doesn’t become a drag. You can easily replicate a template, add your logo, and email it to clients. If you link a Grey multi-currency account that supports USD, EUR, and GBP, it even gets easier. You can receive payments in USD, EUR, and GBP without being forced to convert, and you’ll be notified once the payment comes in. This way, you can easily track payments and automate follow-ups and recurring payments.

You don’t have a Grey account? Get started today to streamline your freelance finances.

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