Consultants & agencies of one: Get Paid From Abroad Faster

Key takeaways

Why payments feel harder than the work

If you consult with clients in the US, UK, or EU, getting paid should be boring, not stressful. Yet many consultants juggle clunky wires, slow banks, surprise FX losses, and missing compliance paperwork. The fix is a repeatable system that your clients understand, that you can run on autopilot, and that satisfies RBI and FEMA, see how to receive international payments in India and Payoneer’s perspective on how to receive international payments in India for context.

Paid on time is not luck, it is a process choice, documented well, and executed consistently.

Main ways to receive money from foreign clients

Local virtual accounts

Get local USD, GBP, EUR, or CAD account details, your client pays via ACH, FPS, or SEPA, settlement to your Indian bank in one to two business days, typical fees near one percent, low FX markup, automatic e-FIRA for each receipt. Ideal for retainers and recurring invoices because costs are predictable and reconciliation is easy. For a broader explainer, see this overview on how to receive international payments in India and community options to receive international payments in India.

SWIFT wires

SWIFT transfers work for large, formal B2B payments, but expect intermediary bank charges, one to five business days to credit, and weaker FX compared to mid market conversions. Your Indian bank issues FIRC, which is compliant, the trade off is speed and cost.

Card payment links

Great for deposits or small milestones, the client flow is simple, click, pay, done, funds arrive quickly. Fees can be 1.5 percent to 4 percent, FX rates are often less favorable than virtual accounts, so use when convenience matters most.

Global wallets

Wallets like PayPal and Payoneer are familiar, but charge 3 percent to 4 percent plus FX markup, settlement can take up to four days, and documentation may require manual follow up. They are fine for ad hoc jobs, expensive for monthly consulting income. Cross check with Payoneer’s guide on how to receive international payments in India.

Consultant pricing models and impact on payment flows

Project based consulting

Fixed fee for a defined scope, often in one or two installments, many clients prefer SWIFT or card link for these one offs, but virtual accounts are cheaper and faster if the client can pay locally.

Hourly or milestone billing

Frequent, smaller invoices benefit from local rails via ACH, SEPA, or FPS. Virtual accounts or card links reduce friction and keep your cadence tight.

Retainers

Same amount, same date, minimal follow up. Virtual accounts with recurring invoicing shine here. For example, a Pune based consultant billing USD 2,000 monthly via ACH avoids wire fees and receives INR in 24 to 48 hours.

Consultant invoice terms foreign clients expect

• Currency: Bill in the client’s currency, for example USD, GBP, EUR, make the amount crystal clear.
• Due date: Use specific language, “Due within 15 days” or “Payment due by 15 May 2025.”
• Payment methods and details: List ACH, SEPA, FPS, card link, SWIFT, include routing, IBAN, SWIFT or BIC, and account name. Surface virtual account details prominently.
• Late fees and early payment discounts: Optional but professional, for example 1.5 percent monthly on overdue, or 2 percent discount for seven day payment.
• Milestone or retainer clauses: Reference scope, acceptance criteria, billing period, covered hours, and rollover rules.
• FX and fees: State who pays conversion and bank charges, many consultants write, “Client responsible for all transfer fees.”
• Tax language: Add, “Export of services from India, zero rated for GST,” and include GSTIN if applicable, more in this primer on GST on export of services.
• e-FIRA reference: Include a placeholder, “e-FIRA reference to be updated upon receipt,” and file it with the invoice.
• Attachments: Add SOW, timesheets, or acceptance emails to remove ambiguity.

Pro tip: Keep a clean invoice template for each pricing model, you save time, you look consistent, you get paid faster.

Recurring retainer payments in India, how to set them up

• Structure the agreement: Define deliverables, hours, and rollover, remove ambiguity to avoid scope creep.
• Automate invoices: Generate and send on the same date every month, consistency builds trust.
• Standing instructions: Ask US clients to schedule ACH, UK clients to set FPS standing orders, EU clients to pay via SEPA, set and forget.
• Top ups and overages: Publish an hourly rate, add an annual uplift clause, keep the math simple.
• Churn management: Include a 30 to 60 day notice period, consider partial prepayment for month one, add a suspension clause for overdue accounts.

A Bengaluru consultant billing GBP 8,000 per milestone via a virtual GBP account gets INR in two days, with auto e-FIRA. A Delhi design studio switched from a wallet charging about 4 percent to virtual accounts, saving 3 percent to 4 percent monthly.

Compliance, documentation, and FX basics for Indian consultants

Keep compliance boring by using platforms that automate paperwork, then store everything neatly.

• e-FIRA and FIRC: Every foreign receipt should have an advice or certificate, see e-FIRA or FIRC for a practical walkthrough.
• FEMA and RBI guardrails: Export services only, route to your declared Indian bank, keep contracts, invoices, and correspondence handy.
• GST considerations: Exports are typically zero rated, you usually do not charge GST to foreign clients, but you retain input credits, read more about GST on export of services.
• FX logic: Some platforms let you hold USD, EUR, or GBP for up to 60 days, converting when rates favor you. For payers in the US, see this explainer on the smarter way to pay Indian clients from the U.S.

Step by step payment setup guide

1. Choose rails per client: ACH for US retainers, SEPA for EU, FPS for UK, SWIFT for large corporate one offs, card link for quick deposits.
2. Create invoice templates: Include currency, due date, payment options, full account details, tax line, e-FIRA placeholder.
3. Share clear instructions: Tell clients to pay locally first, then offer SWIFT as a fallback, keep the email short and friendly.
4. Automate retainers: Turn on recurring invoices, add reminders, check the first two cycles manually, then relax.
5. Track and reconcile: Maintain a simple log of expected versus received, capture e-FIRA or FIRC with each receipt.
6. Review FX monthly: Compare gross foreign amount to INR received, monitor the applied rate, optimize your platform if slippage is consistent. A deeper overview lives here, how to receive international payments in India.

Common gotchas and how to avoid them

• Client insists on PayPal only: Explain the 4 percent fee plus FX markup, propose ACH or SEPA via virtual accounts, position it as cost saving for both sides.
• US client requests W-8BEN: Standard practice, fill the form, sign, share a PDF, keep a copy on file.
• Chargebacks or scope creep: Attach SOW and acceptance criteria to every invoice, stage bill large projects to limit risk.
• Delayed SWIFT: Ask for the reference number, request a trace, then suggest switching to ACH, SEPA, or FPS for future payments.
• Messy documentation: Centralize contracts, invoices, and e-FIRA in a cloud folder, label consistently by client and date.

Where Karbon for consultants fits in

Built for India first compliance, designed for global clients.

• Local USD, GBP, EUR, CAD: Clients pay via ACH, FPS, or SEPA, you receive INR in 24 to 48 hours at mid market rates.
• Flat 1 percent fee: No setup or hidden charges, you always know your net.
• Auto e-FIRA: Every payment generates an e-FIRA within 24 hours, stored in your dashboard.
• Retainer ready: Recurring invoices, reminders, and WhatsApp notifications reduce your follow ups.
• Fast onboarding: PAN, masked Aadhaar, recent bank statements, and an online profile, go live in a few days.

When comparing options, Karbon Business sits alongside Wise Business, Payoneer, PayPal Business, RazorpayX International, and Revolut Business, India centric compliance, fast e-FIRA, and responsive support make it a strong default. For additional context or alternatives, skim Payoneer’s guide to how to receive international payments in India and this playbook on how to pay a contractor in India from the USA.

Tools, templates, and scripts you can use today

• Invoice template checklist: Currency, due date, payment options, exact account details, late fee or early discount, scope or deliverables, tax line, e-FIRA placeholder.
• Retainer clauses: Billing cycle, covered hours, rollover, uplift, overage rates, notice period, suspension terms.
• Payment instruction email: “Hi, to make payment simple, please pay locally via ACH or SEPA to the account below, you avoid wire fees, I receive funds in one to two days, account details follow.”

Action checklist and next steps

1. Pick the best rail per client and pricing model.
2. Build a compliant invoice template with all mandatory fields.
3. Share clear instructions that prioritize local rails.
4. Enable auto invoicing for retainers.
5. Track every expected payment and reconcile on receipt.
6. Store e-FIRA or FIRC with each invoice.
7. Review FX rates monthly for slippage.
8. Use currency holding or instant conversion based on market context.
9. Save your retainer and invoice templates for reuse.
10. Send a small test invoice through a platform like Karbon to validate the workflow.

Disclaimer: This guide is not legal or tax advice, consult a chartered accountant or legal professional for questions on GST, FEMA, or export compliance.

Ready to get paid without the chaos?

Spin up a clean, compliant process this week. Invite a test payment, enable recurring invoices, and file your first auto e-FIRA. Explore this deep dive on how to receive international payments in India, then try Karbon Business for local account details, fast INR settlement, automatic documentation, and transparent pricing.

FAQ

Which is better for a US client paying an Indian freelancer, ACH or SWIFT?

For ongoing consulting, ACH to a virtual USD account is faster, cheaper, and easier to reconcile than SWIFT. You typically see one to two business day settlement and mid market FX. Reserve SWIFT for large enterprise payments that require bank to bank wires. Platforms like Karbon Business let your US client pay you locally via ACH, then you receive INR quickly with auto e-FIRA.

How do I create a consultant invoice that a US or UK client will pay without follow ups?

Include currency in the client’s denomination, a clear due date, full payment options with exact account details, fee responsibility, tax language stating zero rated export of services, and an e-FIRA placeholder. Attach the SOW or timesheets. If you use Karbon Business, add your local ACH or FPS details prominently to nudge clients toward low cost rails.

What is e-FIRA or FIRC, and why does my CA keep asking for it?

It is proof of foreign inward remittance, required for GST and income tax support. Each international payment should have a corresponding e-FIRA or FIRC. With Karbon Business, e-FIRA is generated automatically within about 24 hours and is downloadable from your dashboard, which saves you bank branch runs.

Can I hold USD or EUR for a few weeks to wait for a better FX rate?

Yes, some platforms allow short term currency holding, often up to 60 days, so you can convert when rates are favorable. This makes sense if the rupee is weakening or if you need to batch conversions for vendor payouts, just set a calendar reminder so you do not miss the window.

What fees should I expect on PayPal, Payoneer, or card links compared to virtual accounts?

Wallets and card links often cost 3 percent to 4 percent plus FX markups, while virtual accounts typically come in around 1 percent with better FX. If your monthly retainer is USD 2,000, moving from a wallet to Karbon Business can save thousands of rupees annually.

How do I set up a retainer so clients pay on time every month?

Automate recurring invoices, add reminder emails two days before due date, and ask clients to set standing instructions, ACH in the US, FPS in the UK, SEPA in the EU. Karbon Business supports recurring invoices and notifications, which reduces manual chasing.

My US client asked for W-8BEN, what should I do?

Share a completed and signed W-8BEN to confirm you are a non US person. It is routine for US payers. Keep a copy for your records and align the legal name and address with your invoices and payment account.

What should I write in the invoice about GST for foreign clients?

State “Export of services from India, zero rated for GST,” include your GSTIN if applicable, and keep the e-FIRA attached in your records. This language helps during audits and aligns with standard practice for service exports.

Which platform is best for Indian freelancers to collect from the US, UK, and EU with compliance sorted?

Evaluate based on local account availability, FX transparency, fees, settlement time, and documentation. Karbon Business is India focused, provides local USD, GBP, EUR, and CAD accounts, auto e-FIRA, and a flat 1 percent fee, which fits most consulting workflows well.

How do I avoid clients deducting unexpected bank fees or short paying invoices?

Add a line in your invoice stating the client is responsible for all bank and transfer fees, and prefer local rails like ACH, SEPA, or FPS through virtual accounts. If a short payment occurs, share the invoice clause and request a make up transfer, or adjust the next invoice after agreement.

Is SWIFT safe for large invoices, and how do I trace delays?

SWIFT is safe and suitable for high value payments, but delays can occur due to intermediary banks. Ask your client for the SWIFT reference, then request a trace via your bank. For future payments, suggest local rails where possible to reduce delays and costs.

Can international clients pay my Indian team directly if I subcontract work?

To keep compliance clean, route client payments to your declared Indian account, then pay subcontractors from your business account with invoices in place. This ensures your export documentation, GST trail, and e-FIRA mapping remain intact. Platforms like Karbon Business simplify the inbound side so you can manage payouts calmly.