Most payment problems with international clients don't start with the invoice. They start weeks earlier, in the call where everyone is excited about the project and nobody wants to talk about money. By the time the first invoice goes out, the important questions were never asked: which currency, who covers transfer costs, when exactly payment is due, and what happens if it's late.

I talk to a lot of freelancers and small studios in my job, and the ones who get paid smoothly have one thing in common. They settle the payment terms before any work begins, in writing, in plain language. Here is the list I'd agree on every time.

1. The currency you invoice in

Decide this first, because everything else depends on it. If you invoice in the client's currency, they pay easily, but you carry the conversion if you spend in another currency. If you invoice in your own currency, the client carries it, and some clients will push back or pay late while their finance team figures it out.

A reasonable middle ground for many people: invoice in one of the major currencies the client already uses, and hold that currency rather than converting it straight away. Whatever you choose, write it into the agreement so there is no debate later.

2. Who covers transfer costs

International transfers can lose money along the way through sending charges, intermediary bank charges, and conversion margins. If the agreement doesn't say who pays these, you will usually be the one who receives less than the invoice amount.

• Agree that the client sends the full invoiced amount and covers their own sending costs.
• Ask the client which method they plan to use, such as SEPA, a local transfer, or SWIFT, so you can share the right details.
• If a shortfall happens, decide in advance whether it gets added to the next invoice.

3. A deposit for new relationships

For a first project with a new client, a deposit protects both sides. It shows the client is serious and that their payment route actually works. If something about the transfer is going to be slow or strange, you find out early, when only a small amount is at stake.

Many freelancers use something like a third upfront, but the exact split is up to you and your market. The point is to test the payment route before you have weeks of work invested.

4. Due dates that mean something

"Net 30" means different things to different finance teams. Some count from the invoice date, others from approval, others from the end of the month. Spell it out.

• State the due date as a calendar date on each invoice.
• Agree what counts as "paid": money sent, or money received in your account.
• Ask how their approval process works and who signs off on invoices.

5. What happens when payment is late

Nobody enjoys this conversation, which is exactly why it belongs in the agreement rather than in an awkward email later.

• Agree a simple reminder schedule, for example a friendly note on the due date and a follow up a week later.
• Decide whether work pauses after a certain point without payment.
• Keep all reminders in writing and polite. Most late payments are process problems, not bad faith.

6. Your payment details, shared once and correctly

Send your payment details in one clear document: the account holder name exactly as it appears at your bank, the IBAN or account number, the bank identifier, and the currency each set of details is for. Ask the client to save it in their payment system and confirm.

Also agree how you will announce any future change to those details, such as by a confirmed call rather than an email alone. That single habit protects both of you from invoice redirection scams.

A simple template

Before you start, send a short email that covers:

• Invoice currency
• Transfer costs covered by the client
• Deposit amount and when the rest is due
• Due date definition
• Late payment steps
• Your payment details and how changes will be confirmed

Ask the client to reply "agreed." It takes ten minutes and prevents most of the problems I hear about.

Where NovoEX fits

NovoEX gives you an IBAN in your own name, with fiat and crypto in one account, which makes it easier to share clean, consistent payment details with clients abroad. KYC is required. Virtual cards are coming soon. If you'd like to set up an account before your next project starts, you can register here.

Over to you

Which payment term do you wish you had agreed earlier with a client? I'd like to collect the lessons people learned the hard way.

Albert Perez, NovoEX