How to Handle International Invoicing in Your E-commerce Store?

Running an e-commerce shop requires functionality that will allow you to accept payments from clients. It is crucial since the business’ stability revolves around getting revenue for products and services offered.

Invoices are imperative for companies desiring to make international sales. They provide abundant information to the client about the store. Having the appropriate international invoice design and handling it with perfection is crucial for international sales. We have put together some tricks that will guarantee you success in your e-commerce store, invoicing.

Let’s Understand the Invoice

As much as most people have received invoices at a point in their lives, not many have a complete understanding of the term invoice. For the e-commerce store owner, an invoice describes an official document with specifics about orders supplier, customer, date of service, payment due date, and particulars about the offered services. An invoice comes in handy in establishing an agreement between the customer and the client.

The Design Matters

A proper international e-commerce invoice starts with a good design. While existing invoice templates are a dime a dozen, there is no one-size-fits-all solution for all businesses. Before settling for a specific format, it is always good to ensure that the chosen design is perfect for your business’s bookkeeping needs. It also has to look professional and presentable.

Some Important Content to add to your International Invoice include:

  • A Unique Invoice Serial number

For effective bookkeeping, ensure to give each invoice a distinctive number. Having a unique serial number for each invoice makes it easier to distinguish one customer from the other and different invoices for the same customer. In more complex systems, an invoice may contain the financial year, and in others, an alpha-numeric numbering system

  • The word ‘Invoice’ is Key

When handling the design of an international e-commerce invoice, prioritize the word invoice. It should be placed conspicuously at the top of the document. This makes it easy for any customer worldwide to understand its purpose. It further helps them distinguish between an invoice and a purchase order if they have multiple documents from the business.

  • Appropriate Customer Information

When handling an international invoice for an e-commerce website, ensure you have the necessary customer information. The information might vary depending on the business or the customer’s knowledge, but there are fundamentals that should be prioritized on any invoice. To ensure multiple contacts channels are available, ensure you have the following information on the invoice;

  1. Business name
  2. Contact a Business
  3. Mailing Address
  4. Billing Address which is different from the mailing address
  5. Email Address
  6. Phone number

The information generally appears at the top of the invoice according to featured designs from multiple countries.

  • Business Information

Business information is critical for any international invoice for an e-commerce website. The information helps nurture and maintain the business’s legitimacy in the online world with the current sprouts of fake firms and organizations mimicking original organizations.

  • Critical information under this includes:
  1. Official business names. Additional names that are also associated with the business should be mentioned.
  2. The contact information of the business. The name of the city and the country should be indicated appropriately.
  3. Street number
  4. Phone number
  5. Email Address

Remember to include the billing information if it is different from the standard. In the case of inclusions in service tax, adding the registration codes is vital for the specified tax.

Before sending out your international invoices, check the taxation information regulations in specific countries and include the business registration id on the invoice if necessary.

Item or Service Description

Before sending out an international invoice for your e-commerce store, ensure an accurate description of the goods and services. For products, ensure this information is also on the product label. Use thermal zebra labels so that the prints in the label can withstand the ink well enough for a long time. Also while printing, use printer-supported inks.

Like if you are using an HP envy printer then consider using HP envy ink so that the print looks good. They should be well outlined and arranged in four different columns of quantity, description, unit, and a total amount for easier understanding. Each product or service provided should be placed on a distinct line of the invoice to ensure clarity and organization.

Date of Invoice and Terms of Payment

When sending out an international invoice, we recommend specifying the date of invoice creation. It helps the client know the duration they have between creating the invoice and the due date.

It is also a brilliant idea to outline the terms of payment. Explicitly state the day or the duration payment is expected to avoid delayed payments from the customer. Being an international invoice, ensure the days are flexible enough for the invoice to reach the client, and payment be made.

The net payment days allocated should generally be based on the company’s needs and the duration that the invoice will take to reach the client. Typical net days include;

  • Net 7
  • Net 10
  • Net 30
  • Net 60
  • Net 90

The section should further feature the terms and conditions. They should cover all possible scenarios. If possible, include information such as;

  • Refund details
  • Refunds
  • Repairs
  • Guarantees
  • Warranties

The privacy policy should further be included to ensure proper agreement between the client and the business.

Precise Details of the Modes of Payment

Although it’s not a vital detail, payment modes are always a great addition to your invoice. Include all the business’s accepted payment methods, including checkups, PayPal accounts, banks and wire transfers, credit cards, cash, and other methods.

There are flexible payment options for your e-commerce sites that you can explore and research on. Appropriate research will empower you to settle for the best mode of payment for your business. Any penalties for late payments should be clearly stated. To encourage clients to remit payments on time, provide some discounts for early settlement.

Outline the Shipping Costs

An international invoice for e-commerce websites should clearly state the shipping costs, postage, among other expenses, if applicable. Include information on the methods used for shipping and expected delivery dates.

Explore Automation

Consider automation for mundane tasks such as invoicing. This strategy is particularly important for international e-commerce stores. Make the invoice accessible by the client from wherever they are provided there is the internet. It will save you time so you can concentrate on other responsibilities in your e-commerce store. It is also very convenient for the client.

Remember! An Invoice Should Match Your Brand

Invest in proper research to ensure that your business invoice matches the expected standard of your brand. Invest in appropriate analysis for the specific country billing and taxation requirements before sending out your invoice. Incify, a Direct-Response Marketing Agency says that the brand of the business is everything. You are marketing your business and products to an international audience, and the invoice is an added marketing tool that will sell your business. It will trigger a particular image of your business to the client.


A professionally designed invoice that is in line with your brand design is the perfect impression of your business to the customer. Additionally, respond to any queries concerning the invoice timely and courteously while providing ample room for customer feedback. Do not forget to conduct a follow-up e-mail to ensure the client received the invoice since sometimes clients may play hooky and fail to respond to your business emails.

Mark Thomasson
Mark is a biz-dev hero at Invoicebus - a simple invoicing service that gets your invoices paid faster. He passionately blogs on topics that help small biz owners succeed in their business. He is also a lifelong learner who practices mindfulness and enjoys long walks in nature more than anything else.
Let's be inbox friends!

Let's be inbox friends!

Drop us your email to receive a weekly digest of our latest blog posts right in your inbox.

To confirm your subscription, please check your email.