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How to issue a Ukrainian invoice to a foreign client?

25.09.2023
How to issue a Ukrainian invoice to a foreign client?

In today’s world of globalization and e-commerce, it is important to know how to properly issue invoices to international partners. The business world always requires accuracy, professionalism, and knowledge. Therefore, if you want to expand your horizons and work with foreign clients, this article is for you! Learn how to issue invoices for international partners and avoid possible mistakes.

What is an invoice?

An invoice is not just a document, it is your business card in the business world. It is an accounting document that confirms the need to pay for a product or service. It plays a key role in international trade because it helps to record transactions and control payments.

Commercial invoice or proforma invoice: how to choose?

  1. A commercial invoice is the main document that accompanies the goods when they are shipped. It indicates the details and value of the goods, as well as other information required for customs clearance.
  2. A proforma invoice is used when you need to clarify details before the final shipment of the goods. It can be weight, characteristics, or other parameters. After all the details are agreed upon, a commercial invoice is issued.

The choice between these two types of invoices depends on the specific situation and the requirements of both parties to the transaction.

Differences between an invoice and an invoice

An invoice and an invoice are often perceived as the same thing. However, there are some differences:

  • An invoice is an international document that confirms a business transaction.
  • An invoice is a document that can be used for information purposes or as a commercial offer without legal consequences.
  • Basic invoice details: requirements and features
  • Each invoice, regardless of its format – electronic or paper – must be executed in accordance with the requirements of the law. According to Article 9 of the Law of Ukraine on Accounting, the invoice must include:
  • name, date and number of the document;
  • detailed information about the company issuing the invoice and the recipient company: this means the name, registration data and other information;
  • the content of the business transaction, including the volume and units of measurement;
  • the terms of sale of goods under Incoterms, which indicate additional taxes, fees, and other expenses that form the total cost of the invoice.

In addition to basic information, invoices have their own specific details. Among them:

  • countries involved in the transaction: manufacturer, exporter, and importer;
  • numbers of documents accompanying the export (for example, contracts, orders);
  • if the goods have serial numbers, they must also be indicated;
  • additionally, each item in the invoice must have a number according to the UKTZED.

Recommendations on invoicing for foreign partners

When interacting with your foreign partners, it is very important to issue invoices correctly. When providing services or performing work, it is recommended to send invoices electronically, as it is much faster and more efficient than waiting for the partner to receive a paper version. This saves time and ensures that payment is made faster.

When it comes to exporting and importing goods, the invoice plays a key role as a supporting document. Customs services pay attention to the details specified in the invoice, such as the product range, price, quantity, and other important characteristics. It is important to remember that the invoice determines the cost of customs clearance of goods, so be careful when preparing it. For example, goods worth up to 100 euros can be imported into Ukraine without paying customs duties.

In addition, when sending goods to the territory of Ukraine, you should create an invoice in several copies: one original with the sender’s signature should be in the parcel; another – with the accompanying documents, and two more – for the supplier and the recipient of the goods. If you use the services of a carrier, copies should be kept for the carrier as well.

In order to avoid any problems at customs, many experts advise creating invoices on the day the goods are shipped. This will help ensure that your customers pay for the goods as soon as possible.