This guide is for freelancers and small businesses that price work in one currency but report, analyze, or manage the company in another. easyTimi helps you keep invoice currency and company base currency visible so customer communication and internal reporting stay aligned.
1. Agree the invoice currency before you send the invoice
Do not leave currency as an assumption. Agree whether the customer will be billed in EUR, USD, GBP, or another currency before you create the invoice. Put the agreed currency on the invoice so the customer knows exactly what amount they are expected to pay.
2. Know the difference between invoice currency and base currency
The invoice currency is what the customer sees and pays. The company base currency is the currency you use for your own reporting and accounting context. If those differ, easyTimi needs exchange-rate context so totals can be represented consistently in your records.
3. Check the customer and payment method
Confirm that the customer can pay in the selected currency and that your payment method supports it. Bank transfers, Stripe payments, and local payment methods can handle currency differently. If fees or conversion spreads matter, agree who carries that cost before issuing the invoice.
4. Review line items and totals in the invoice currency
Enter unit prices, quantities, taxes, and totals in the currency you intend the customer to pay. A customer should not have to convert line items themselves to understand the charge.
5. Keep exchange-rate records for internal use
When the invoice currency differs from your base currency, keep the rate and timing used for your own reporting. Depending on your jurisdiction, you may need a rate from the invoice date, payment date, central bank, tax authority, or accounting policy. Confirm this with your accountant.
6. Make tax wording match the transaction
Currency does not decide tax treatment by itself. The customer's location, business status, type of supply, and your own registration status matter. Review VAT, sales tax, reverse-charge, or exemption wording before sending cross-border invoices.
7. Track payment in the currency received
When payment arrives, record it carefully. If the customer paid the invoice currency but your bank converted it, keep both the customer-facing invoice record and the actual received amount visible for reconciliation.
Multi-currency invoice checklist
- The customer agreed to the invoice currency.
- The invoice currency and company base currency are both understood.
- Payment method, fees, and conversion expectations are clear.
- Line items and totals are shown in the currency the customer pays.
- Exchange-rate context is stored for internal records.
- Tax labels and notes are reviewed separately from currency choice.
- Payment is reconciled against the invoice and bank result.