Cross-border billing: 8 settings across 5 apps

Key takeaways for how to set up international invoicing in 5 tools

• Configure language settings so invoices match your customer's region. If a customer lacks a PayPal account, the invoice and notification email send in the language of your account, according to PayPal.
• Override the standard language by editing the customer’s contact info when you create the invoice, according to PayPal.
• Reduce transaction costs for eligible sellers. ACH transactions for sellers with a Square Checking account pay $0 in processing fees for those transactions, according to Square.
• Offer flexible payment options to clients. Customers can click a “Pay now” button on invoices and pay instantly by credit card or secure bank payment (ACH/EFT) for as little as 1%2 on a transaction, according to Wave.
• Monitor invoice status from your dashboard. Create and send invoices in just a few steps, then track their status in real time from your PayPal business dashboard, so you always know when they’re viewed, paid, or overdue, according to PayPal.

You can send PayPal invoices to any email address in the world, according to PayPal.

You can send PayPal invoices to any email address in the world.

Cross-border billing requires specific configurations for language, shipping, and payments to function correctly for international clients. Below is a reference table summarizing the documented capabilities for borderless sending, mobile access, and invoice tracking.

The table above lists the PayPal capabilities covered in this guide. Only PayPal’s documentation explicitly states that there is no extra step to send invoices across national borders, according to PayPal. This global reach applies to the email address used for the invoice recipient.

The eight key settings covered in this guide are: 1. Language settings 2. Shipping address 3. Borderless sending 4. Mobile access 5. Payment methods 6. Encryption security 7. Payment fees 8. Invoice tracking

Each of these settings addresses a specific aspect of billing clients in different countries and languages. Language settings determine the text of the invoice. Shipping address fields capture physical delivery details. Borderless sending refers to the ability to bill across national borders. Mobile access allows management from various devices. Payment methods define how clients can pay. Encryption security protects data during transfer. Payment fees are the costs associated with processing transactions. Invoice tracking monitors the status of sent bills.

Specify a different language by editing the customer’s contact info when you create the invoice.

How language settings work for non-PayPal customers

When you create an invoice in PayPal, the language of the document depends on the customer’s account status. If your customer doesn’t have a PayPal account, the system will send the invoice and notification email in the language of your account, according to PayPal. This default behavior ensures that the initial communication matches the sender's configured settings when the recipient lacks a platform profile. However, if your customer has a PayPal account, the system will display the invoice and email notification in their preferred language, according to PayPal. In this scenario, the recipient's individual settings override the sender's default, aligning the document with the customer's established preferences within the platform.

You can also specify a different language by editing your customer’s contact info when you create the invoice, according to PayPal. This manual override allows you to tailor the communication to a specific client's needs. By adjusting the contact information during the invoice creation process, you control the language output directly. This feature is particularly useful when your account language differs from the language your client prefers to read. For example, if your account is set to English but you are billing a client in Germany who prefers German, you can edit their contact info to ensure the invoice arrives in German.

To apply this setting, navigate to the customer contact section while drafting your invoice. This step ensures that the invoice and any subsequent notification emails are generated in the selected language. It is important to verify this selection before sending. If you manage multiple international clients, consider saving contact profiles with the correct language settings to streamline the process. This reduces the risk of sending an invoice in the wrong language, which could cause confusion or delay payment.

Handling shipping addresses and physical goods

When your invoice involves a tangible item, you need a way to capture where that item should go. PayPal provides a specific mechanism for this within its invoice creation flow. If you are shipping an item or need your customer to provide a shipping address, you should check the "Ship Order" box when you are creating your invoice, according to PayPal.

This setting is relevant for freelancers and small business owners who sell physical goods alongside services.

Keep in mind that this functionality is specific to the PayPal platform as described in their help documentation. Other tools may have different methods for capturing shipping details, but this guide focuses on the settings available in the five apps discussed. For PayPal, the "Ship Order" box is the designated control for this purpose. If your business model includes delivering physical products, verify that this box is checked on your invoices to avoid missing critical delivery information.

Payment methods and fees for international clients

When billing clients across borders, the payment method you offer directly impacts the processing costs you incur and the convenience your customer experiences. Different platforms handle these transactions with varying fee structures and supported payment types.

For sellers using Square, the fee structure depends on the specific transaction type and account setup. According to Square, ACH transactions for sellers with a Square Checking account will pay $0 in processing fees for those transactions. This applies specifically to ACH transfers where the seller maintains a Square Checking account. If you are sending invoices that include physical goods or services paid by ACH, verify your account status to confirm eligibility for this fee structure. Partial invoice payments are covered in Deposits and partial payments in 5 invoice tools.

Wave offers a different approach to payment collection through its invoice interface. The phrase "as little as" indicates that the 1%2 figure represents the lower bound of the transaction cost. When preparing an invoice for an international client, note that the "Pay now" button facilitates immediate payment processing.

Xero integrates with external payment service providers to handle the transaction processing. You can connect payment services like Stripe and GoCardless to your Xero account so customers can pay online from your invoices, according to Xero. By linking these third-party services, the actual payment processing is handled by the connected provider rather than directly by the invoicing software itself. This setup allows you to offer multiple payment options.

It’s easy to get started: offer your customers options to pay online by direct debit, debit card, credit card, Google Pay or Apple Pay, straight from your Xero online invoice, according to Xero. This list includes both traditional card-based methods and digital wallet options like Google Pay and Apple Pay.

Security and encryption standards for data transfer

When billing clients across borders, the transmission of financial data requires strong protection. Both FreshBooks and Wave state they use 256-bit SSL encryption to secure this information.

According to FreshBooks, the safety of private data is their top priority, and it is protected by 256-bit SSL encryption, which they describe as the gold standard in Internet security. This encryption applies to the data handled by their invoice software for small businesses.

According to Wave, any connections between you, your bank accounts, and Wave are protected by 256-bit SSL encryption.

You can verify your own platform’s security protocols by checking their help documentation for the specific encryption standards they apply to data in transit.

Tracking invoices and managing mobile access

PayPal allows users to create and send invoices in just a few steps, then track their status in real time from the PayPal business dashboard, so you always know when they’re viewed, paid, or overdue, according to PayPal. This real-time visibility helps freelancers monitor payment progress without manually checking bank statements. The dashboard provides immediate updates on invoice status, allowing you to identify which bills are pending, paid, or overdue at a glance. By keeping an eye on these statuses, you can follow up on late payments more effectively.

You can also send and manage invoices on the go with the PayPal mobile app, according to PayPal. This feature ensures that you are not tied to a desktop computer to handle billing tasks. Whether you are traveling or working from a different location, the mobile app supports the core functions of invoice management.

Additionally, PayPal provides a specific feature for quick interactions. Quick invoices let you send easy, professional payment requests on your mobile phone, according to PayPal. This option is useful for smaller or simpler transactions where a full invoice might be excessive. It allows you to generate a payment request rapidly from your phone, maintaining a professional appearance while saving time.

To manage your workflow effectively, consider how you will monitor these statuses. While the dashboard provides real-time tracking, you should decide how often you will check it. For mobile users, the app and quick invoice features provide flexibility. You can choose to use the full invoice creation process for detailed bills or the quick invoice feature for simpler requests. Both options are available through the mobile interface, giving you the choice based on the complexity of the transaction.

Repeating invoices are covered in Recurring invoices: how 5 apps handle charging.

Illustrative example of a cross-border invoice

A seller prepares one invoice and walks eight checks. Two lines are goods and three are services. The seller edits the contact info while creating the invoice, then marks the ship box. The buyer pays 750. These round figures only show the check order.

What to check today

Edit the customer’s contact info when you create the invoice if you need another language, and check the Ship Order box when the customer must give a shipping address.

FAQ: How to set up international invoicing in 5 tools

What language is the invoice sent in if the customer does not have a PayPal account?

If your customer does not have a PayPal account, the invoice and notification email are sent in the language of your account, according to PayPal. This default behavior applies specifically when the recipient lacks a PayPal profile. You should verify your own account language settings to ensure the initial communication matches your intended business locale.

Can you send PayPal invoices to any email address in the world?

Yes, you can send PayPal invoices to any email address in the world, according to PayPal. The tool supports global reach for billing purposes without restricting recipients to specific regions. This capability allows freelancers to bill international clients directly at their standard email addresses.

How do you specify a different language for a specific customer in PayPal?

You can specify a different language by editing your customer’s contact info when you create the invoice, according to PayPal.

What is the processing fee for ACH transactions with Square Checking?

ACH transactions for sellers with a Square Checking account will pay $0 in processing fees for those transactions, according to Square. This fee structure applies specifically to sellers who maintain a Square Checking account. Other transaction types or account configurations may incur different costs.

How much does it cost for customers to pay by credit card on Wave?

You should review the current fee schedule for your specific account type to confirm applicable rates.