Working with European clients from outside the EU is common for developers. The work is the easy part. Getting invoicing right means you get paid on time and avoid awkward VAT emails.
What to put on the invoice
- Your details: name or business name, address, tax ID if you have one
- Client details: legal company name, address, VAT number
- Invoice number (sequential) and date
- Service description and period ("Frontend development, March 2027")
- Amount and currency
- Payment terms ("Due within 30 days")
- Payment details: bank or payment platform info
- VAT note, e.g. "Services supplied B2B. VAT to be accounted for by the recipient."
- PO number if the client uses purchase orders
VAT, in short
For B2B services to EU businesses, the place of supply is generally where the customer is, and the customer accounts for VAT. As a non-EU supplier, you usually don't register for or charge EU VAT on these services. Details: Reverse Charge VAT for Freelancers.
Selling to consumers (B2C), especially digital services, works differently. See EU VAT Rates 2027.
Currency and payment
- Invoice in EUR if the client prefers; it reduces their friction.
- Agree who pays transfer fees.
- Check how your home country treats foreign currency receipts. Some countries have specific banking or reporting rules for export income.
- Compare the real value of your rate after fees and FX (EUR vs USD).
Avoiding payment delays
- Put terms in the contract, not just the invoice.
- Ask who receives invoices. Many companies route them to accounts payable.
- Send promptly at the agreed time (e.g. first working day of the month).
- Follow up politely a few days after the due date.
A template
| Field | Example |
|---|---|
| Invoice no. | 2027-014 |
| Date | 1 April 2027 |
| Client | Example GmbH, Musterstraße 1, Berlin, DE123456789 |
| Service | Frontend development, March 2027 (120 h) |
| Amount | €X,XXX.00 |
| VAT | Not charged: B2B service, VAT accounted for by recipient |
| Due | 30 April 2027 |