Indian Freelancer Templates: Invoice & SOW To Get Paid Faster

Key takeaways

Why clean documentation matters for Indian freelancers

When you export services, you are paid in foreign currency by a non-resident client, which counts as an export of services under Indian GST law. Clean, consistent paperwork means faster approvals, fewer bank queries, smoother FEMA compliance with e-FIRA, clearer GST treatment, and stronger leverage if disputes occur.

These are practical templates, not legal advice, confirm specifics with your client contract and a tax advisor if needed.

Freelancer invoice template export India

Variant 1: GST registered freelancer

[Your Legal Name]
[Your Full Address]
PAN: [Your PAN]
GSTIN: [Your GSTIN]
Invoice No: [INV2025-001]
Date: [DD/MM/YYYY]

Client Name: [Client's Legal Name]
Client Address: [Client's Full Foreign Address]
Email: [Client's Email]

Project Reference: [SOW ID or Project Name]

Description of Service: [Brief Scope, e.g., "UI/UX Design for E-commerce Website"]
SAC Code: [SAC Code, e.g., 998311]
Quantity/Hours: [e.g., 40 hours]
Rate: [e.g., USD 50/hour]
Subtotal: [e.g., USD 2,000]
Discounts (if any): [e.g., USD 100]
Total Due: [e.g., USD 1,900]

Currency: [USD/EUR/GBP/CAD]
INR Equivalent: ₹[Amount] at RBI reference rate dated [Date]

Payment Terms: [Net 14, 50% upfront, etc. – see payment terms template below]
Payment Instructions:
- Bank Transfer: [SWIFT/IBAN/ACH details]
- Payment Link: [Link to payment gateway]
- Local Account (if using Karbon Business): [USD/GBP/EUR/CAD account details]

Declaration:  
Services exported under LUT, zero-rated under GST. Place of supply: Outside India, [Country], as per IGST Act Section 13(2).  
e-FIRA will be generated upon receipt of payment.

[Your Signature]

This freelancer invoice template export India format works when you are GST-registered and exporting professional services. Use appropriate SAC codes, for example 998312 for software development, 998311 for design, 998314 for consulting. The INR equivalent at RBI reference rate is crucial for banking and reporting.

The export declaration handles GST positioning, you usually do not charge GST to foreign clients when treating the supply as zero-rated, and a valid LUT lets you export without paying IGST upfront. Keep e-FIRA with the invoice as FEMA proof of inward remittance.

Variant 2: Non GST freelancer

[Your Legal Name]
[Your Full Address]
PAN: [Your PAN]
Invoice No: [INV2025-001]
Date: [DD/MM/YYYY]

Client Name: [Client's Legal Name]
Client Address: [Client's Full Foreign Address]
Email: [Client's Email]

Project Reference: [SOW ID or Project Name]

Description of Service: [Brief Scope]
Quantity/Hours: [e.g., 40 hours]
Rate: [e.g., USD 50/hour]
Subtotal: [e.g., USD 2,000]
Discounts (if any): [e.g., USD 100]
Total Due: [e.g., USD 1,900]

Currency: [USD/EUR/GBP/CAD]
INR Equivalent: ₹[Amount] at RBI reference rate dated [Date]

Payment Terms: [Net 14, 50% upfront, etc.]
Payment Instructions:
- Bank Transfer: [SWIFT/IBAN/ACH details]
- Payment Link: [Link to payment gateway]
- Local Account (if using Karbon Business): [USD/GBP/EUR/CAD account details]

Declaration:  
Services exported to client outside India. No GST applicable.

[Your Signature]

If you are below the GST threshold, skip GSTIN and SAC, keep PAN, client’s full details, and the INR equivalent. The short declaration is sufficient. You will still receive e-FIRA for inward remittances and you must report this income in your ITR.

SOW template international client India

Project Overview:  
[Describe the project, e.g., "Website redesign for XYZ Corp."]

Scope and Deliverables:  
- [Deliverable 1, e.g., "Homepage mockup"]
- [Deliverable 2, e.g., "User flow diagrams"]
- [Deliverable 3, e.g., "Final design files"]

Milestones/Timeline:  
- [Milestone 1, e.g., "Mockup delivery by 15/01/2025"]
- [Milestone 2, e.g., "Final files by 30/01/2025"]

Responsibilities:  
- Freelancer: [Your responsibilities]
- Client: [Client responsibilities, e.g., "Provide feedback within 3 days"]

Acceptance Criteria:  
[Criteria for client acceptance, e.g., "Client must approve design within 5 days"]

Change Requests:  
[Process for handling scope changes]

Communication Cadence:  
[Weekly calls, email updates, etc.]

IP Ownership and License:  
[Specify who owns the IP, e.g., "Client owns final deliverables"]

Confidentiality/Data Security:  
[GDPR note if EU client, e.g., "Freelancer will comply with GDPR for EU data"]

Third-Party Tools:  
[List any tools used, e.g., "Figma, Google Workspace"]

Payment Terms:  
[Link to payment terms template]

Governing Law and Dispute Resolution:  
[India vs client's jurisdiction; suggest neutral arbitration]

Termination:  
[Conditions for termination]

Force Majeure:  
[Unforeseen events]

Warranties and Limitations:  
[Standard warranties, e.g., "Work will be free from defects"]

Signatures:  
[Freelancer Name, Date]  
[Client Name, Date]

Note: This SOW covers export of services from India. All invoices and payment terms referenced here are compliant with Indian regulations.

A strong SOW template international client India protects scope, timelines, acceptance, and payment. Be precise with deliverables, milestones, and client responsibilities. Add acceptance criteria to prevent endless revisions, define change requests, and clarify IP ownership post full payment.

Tip: Use milestone IDs like M1, M2, M3 and reference them across SOW, commits or file deliveries, and invoices for clean traceability.

Payment terms template India

Invoice Schedule:  
- 30% upfront, 40% on milestone completion, 30% on final acceptance  
- Net 7/14/30 days from invoice date

Payment Methods:  
- ACH (US), SEPA (EU), FPS (UK), SWIFT (global), credit card, payment link

Currency:  
- [USD/EUR/GBP/CAD] as agreed

Bank Charges:  
- Borne by client

Payment Application:  
- Payments applied to oldest invoice first

Acceptance Period:  
- Client must accept deliverables within [X] days

Withholding Tax:  
- If client requests, clarify tax treatment per Indian law

FX Considerations:  
- No markup if using live rates; currency holding period up to 60 days for hedging

Proof of Payment:  
- Client must provide bank reference/UTR

Dispute Window:  
- Disputes must be raised within [X] days

Refund Policy:  
- Refunds for prepaid work only if project is terminated

e-FIRA:  
- e-FIRA will be generated for each inward remittance

Chargeback Prevention:  
- Written acceptance per milestone; delivery logs; no final files until last payment clears

A clear payment terms template India makes cash flow predictable and reduces disputes. Prefer Net 14, list all rails your client can use, specify currency, and state that bank charges are borne by the client. Add acceptance windows, proof of payment, and a focused refund policy.

Late fee clause freelancers

Option A: Interest based

If payment is not received within [X] days of invoice due date, a late fee of 1.5% per month will be charged, capped at [X]% of the invoice amount.

Option B: Flat fee plus interest

If payment is not received within [X] days of invoice due date, a late fee of INR 500 or USD 10 per week plus 0.5% per month will be charged.

Option C: Stepped penalties

- Reminder sent on day 5
- Late fee starts on day 10
- Work pause on day 15

Enforcement notes: pause work on unpaid milestones, recover reasonable collection costs where legally allowed, and disclose the clause in both SOW and each invoice footer.

A pragmatic late fee clause freelancers use encourages on-time payment without damaging the relationship.

How to use the templates

• Duplicate the blocks, fill in legal and tax details, and save a master copy.
• Align SOW deliverables to invoice lines using milestone IDs.
• Insert payment terms and late fee clause in SOW and invoice footer for consistency.
• Share the SOW for signature before you start, then issue the deposit invoice immediately.
• Issue invoices per milestone, include local payment options for client convenience.
• Record payment date, FX rate, and bank reference, and download e-FIRA within 24 hours.
• Archive signed SOWs, invoices, payment proofs, and e-FIRAs by client and project.

Compliance and practical tips

Keep e-FIRA with your invoice for FEMA and tax evidence. If GST-registered, treat export as zero-rated, file GSTR-1 and GSTR-3B properly, and do not charge GST to foreign clients. Always include the client’s legal name and full address to avoid bank queries. Prefer milestone billing to reduce risk.

For EU clients, mention GDPR data handling in the SOW, for US clients, highlight ACH to cut fees, and if you have virtual USD and EUR accounts, show those details prominently. Karbon Business offers local USD, GBP, EUR, and CAD account details, INR settlement in 24 to 48 hours, automatic e-FIRA, flat 1 percent platform fee, zero FX markup at mid-market rates, and optional holding up to 60 days.

Common mistakes to avoid

• Missing client details cause settlement delays, always include full legal name and address.
• No SOW invites scope creep and weakens your position in disputes.
• Vague payment timelines, no late fee reduce your leverage, specify Net terms and penalties.
• Single final invoice, no deposit increases risk, always take at least 30 percent upfront.
• Currency mismatches and unclear FX, specify invoice currency and who bears conversion and bank charges.
• Not storing e-FIRA is a compliance gap, archive every e-FIRA with its invoice.

Indian freelancer scenarios

Scenario 1, US client wants ACH: you share virtual USD account details, client pays via ACH, funds arrive in 1 to 2 business days, INR settles within 24 to 48 hours, and e-FIRA is auto-generated.

Scenario 2, EU client pays via SEPA: you provide EUR IBAN, the client references the invoice number, settlement is quick, you convert and claim, and store the e-FIRA with the invoice.

Scenario 3, payment delayed 3 weeks: reminder on day 5, second reminder on day 10 referencing the late fee clause, work pause on day 15 until dues are cleared.

Cross-border payment solutions for Indian freelancers

• Karbon Business: virtual USD, GBP, EUR, and CAD accounts with local rails, INR settlement in 24 to 48 hours, automatic e-FIRA, flat 1 percent fee, zero FX markup at mid-market rates, optional currency holding for up to 60 days.
• Wise Business: multi-currency account with local details and competitive FX.
• Payoneer: USD, EUR, GBP receiving accounts and marketplace integrations.
• RazorpayX International: payment links and virtual accounts for INR settlement.
• PayPal: convenient and widely accepted for small or marketplace transactions.

Choose based on your client geographies, expected volumes, need for currency holding, and how much compliance automation you want, for example automatic e-FIRA saves follow-ups.

Closing

Copy, adapt, and standardize these templates to make your export workflow predictable. Offer local rails, document acceptance, and align scope to milestones. Professional paperwork gets you paid faster and keeps compliance simple.

If you need help with virtual foreign accounts or e-FIRA questions, contact the support team at support@karboncard.com or call 1800-309-8470, typical response time is under 20 minutes, with dedicated account managers for high-volume freelancers.

Download or usage format: copy the blocks above into your editor, save a master pack per client or project, and update as regulations evolve. Your aim is to turn documentation into a repeatable system so you can focus on quality work, not payment chasing.

FAQ

What is the simplest freelancer invoice template export India if I am not GST registered?

Use the non-GST variant, keep PAN, client’s legal name and full foreign address, currency, INR equivalent with RBI reference rate, payment terms, payment instructions, and declare “Services exported to client outside India, no GST applicable.” Store the e-FIRA with the invoice once funds arrive.

How do I write a SOW template international client India that prevents scope creep?

Define scope and deliverables line by line, add milestone dates, acceptance criteria tied to measurable checks, a clear change request process, and responsibilities for client feedback timelines. Reference the payment terms and the late fee clause in the SOW to keep everything consistent.

What is a practical payment terms template India for new international clients?

Adopt 30 percent upfront, 40 percent after the mid-project milestone, 30 percent on final acceptance, with Net 14 or Net 30. List ACH, SEPA, FPS, SWIFT, and card link options, specify invoice currency, and state bank charges are borne by the client so you receive the full amount.

Which late fee clause freelancers commonly use that is fair for US and EU clients?

Interest based at 1.5 percent per month, capped at 10 to 15 percent of invoice value, is widely accepted. Alternatively, a flat USD 10 or INR 500 per week plus 0.5 percent monthly interest works. Disclose in the SOW and on each invoice footer for enforceability.

Do I always need e-FIRA for export payments and how do I match it to invoices?

Yes, for each inward remittance converted to INR, your bank or platform issues e-FIRA. Save the PDF with the matching invoice and payment proof, note the bank reference or UTR and the conversion rate, you will need it for FEMA compliance and when filing taxes.

How can I get paid faster by US and EU clients without high SWIFT fees?

Provide local rails, for example ACH for US and SEPA for EU, via a platform like Karbon Business that gives you virtual local accounts. Clients pay domestically, you claim funds, and INR settles to your Indian bank quickly with automatic e-FIRA, which reduces friction and cost.

What SAC code should I put on invoices if I am GST-registered?

Use the closest fit, for example 998312 for software development, 998311 for design, 998314 for consulting. Keep a consistent SAC across similar projects, and include it on every invoice to maintain clean GST records.

How do I handle currency and FX risk on international invoices?

Invoice in a currency agreed in the SOW, state that bank charges and FX conversion are borne by the client, and, if your platform allows, hold foreign currency up to 60 days to convert at a favorable rate. Karbon Business lets you hold USD, EUR, GBP, or CAD temporarily at mid-market rates.

Client is delaying payment, can I pause work legally?

Yes, if your SOW and payment terms state that work may be paused for unpaid invoices, you can pause on day 15 past due after reminders on day 5 and day 10. Cite the late fee clause in reminders and resume work once dues are cleared.

What client details must be on my export invoice to avoid banking delays?

Always include the client’s legal entity name, full registered address, and an email contact, plus clear payment instructions and invoice reference. Missing details often trigger compliance reviews and slow down settlement.

Is LUT mandatory for zero-rated export of services under GST?

If you are GST-registered and want to export services without paying IGST, you should execute an LUT for the financial year. Then add a zero-rated export declaration on invoices. Without LUT, you would typically pay IGST and later claim a refund, which impacts cash flow.

How should Indian freelancers structure refunds or chargebacks for international card payments?

Keep refunds narrow, for example only for prepaid work if the project is terminated before work starts. For chargeback prevention, capture written acceptance per milestone, maintain delivery logs, and do not release final source files until the last payment clears, this is easy to enforce if you invoice via a platform like Karbon Business that supports payment links alongside bank transfers.