Key takeaways
- Use the UETR to track SWIFT wires in near real time, ask your client for it the moment they initiate payment.
- Always secure proofs, MT103, e-FIRA, and bank credit advice, store them for taxes, audits, and disputes.
- Set up WhatsApp alerts for live updates, so you do not need to call your bank or refresh portals.
- Prefer local rails like ACH, SEPA, FPS for speed and fewer fees, convert to INR when rates suit you.
- Adopt a simple workflow, invoice clearly, track daily, reconcile on credit, archive proofs systematically.
- Choose tools that offer live tracking, transparent FX, fast INR settlement, and responsive support.
How to track international payments in India, live status, SWIFT proofs, and WhatsApp alerts
The anxiety is real, your client says they have sent the payment, but your bank app shows nothing. If you want to track international payment India with clarity, this guide gives you a step by step playbook to see live status, collect proofs, and get proactive alerts, whether the client pays via ACH, SEPA, FPS, or SWIFT.
Understanding international payment tracking in India
When a cross border payment is sent to your Indian bank account, it passes through multiple intermediary banks and networks before it lands. Tracking means following that journey in real time, and collecting proof documents for compliance, taxation, and disputes.
- SWIFT wires: Initiated, in transit via correspondent banks, received by intermediary, credited at beneficiary bank, INR settlement, typical 3 to 7 business days, faster with SWIFT gpi.
- Local rails, ACH, SEPA, FPS: Clearer checkpoints and faster windows, often 1 to 2 business days.
Why tracking and proofs matter for Indian freelancers: FEMA and tax rules require clean documentation, MT103 or SWIFT copy, e-FIRA, purpose code, and identity checks. Proofs also protect you during client disputes, or when reconciling short credits.
For a deeper primer on receiving flows, charges, and compliance checkpoints, read how to receive international payments in India.
Tracking SWIFT wires with UETR and SWIFT gpi
Modern SWIFT transfers include a Unique End-to-End Transaction Reference (UETR), a 36 character code that acts like a courier tracking ID for your money.
How UETR tracking works
Each time a wire touches a correspondent bank, the UETR updates, you see whether the payment is initiated, in transit, under compliance review, or credited, which removes guesswork and lets you plan cash flow.
What to ask your client
- Request the UETR immediately after they initiate the wire, do not wait.
- Ask for the payment confirmation or initiation screenshot as backup proof.
- Confirm amount, currency, and value date, since most tracking headaches start with mismatches.
Accessing live tracking
If your bank or partner offers an online SWIFT tracker, input the UETR to get status. Public examples of such tooling include international payment tracking by global transaction banks. Many Indian bank portals do not expose this view, which is why freelancer focused platforms, including Karbon Business, show UETR status right inside the dashboard and send proactive WhatsApp alerts.
Common UETR statuses and meanings
- Initiated: Debited at sender, the wire has started its journey.
- In transit: Moving through correspondent banks, normal during the first 1 to 3 days.
- Under compliance review: Screening for sanctions or AML, expect 24 to 72 hours.
- Credited: Funds reached your Indian bank, INR settlement usually follows within 24 to 48 hours.
- Rejected or Returned: Data mismatch or documentation missing, contact support immediately.
Tip: When status shows a hold, share the UETR and MT103 with your bank’s international desk, ask for an ETA, and request a direct contact for follow up.
How to check SWIFT copy, MT103, in India
A SWIFT copy, MT103, is the electronic record of a wire transfer, used as proof of remittance for your client, your bank, and tax compliance.
What an MT103 contains
- UETR, your tracking reference.
- Sender bank and BIC, needed if you escalate a delay.
- Beneficiary details, name, Indian account number, IFSC, and bank name, must match your bank records.
- Amount and currency, verify to catch short credits from intermediary fees.
- Value date, when funds should arrive.
- Charge code, BEN, OUR, SHA, to understand deductions.
Step by step to obtain and verify MT103
- Ask your client to download or screenshot the MT103 from their bank after initiating.
- Check your platform dashboard, many store MT103 automatically once credited.
- Match with your invoice, name, account, amount, and value date.
- If delayed beyond 5 to 7 business days, share MT103 and UETR with your bank’s international desk.
- Read the charge code, OUR avoids short credits, SHA or BEN can reduce proceeds.
Common mistakes to avoid
- Name mismatch, always use your full legal name as per bank records.
- Wrong account or IFSC, a single digit error can add a week of delay.
- Missing purpose code, Indian banks hold wires that lack a clear purpose.
Real example: Anita’s SWIFT showed her as Anita Sharma, but her bank account is Anita R. Sharma, the bank ran a compliance review and asked for a name match declaration and PAN, settlement took three extra days.
WhatsApp payment status alerts for Indian freelancers
WhatsApp is a low friction way to stay updated without logging into portals, many platforms now offer WhatsApp notifications for payment alerts in India.
Useful alerts you should expect
- Client initiated payment, UETR shared.
- Funds received via ACH, expected INR credit tomorrow.
- SWIFT credited to your account, e-FIRA ready for download.
- Compliance hold detected at an intermediary, investigating.
- Short credit detected, intermediary fees deducted.
How to set up WhatsApp alerts
- Open your payment platform dashboard.
- Navigate to Notifications or Alerts.
- Enable WhatsApp and verify your number.
- Select triggers, payment initiated, funds received, compliance hold, INR credited, e-FIRA ready.
Why this matters
With alerts, you plan cash flow without chasing status, for instance, a US client sends a SWIFT in their evening, you wake to a UETR, an ETA, and a link to proofs, all before your first cup of chai. Platforms like Karbon Business build this into the core workflow, so you can even reply in chat to escalate.
Payment tracking tools for Indian freelancers
Not all tools are equal, prioritize real time tracking, clean proofs, fast settlement, transparent FX, and multi channel support.
Key features to look for
- Real time dashboard, see initiated, in transit, under review, credited, clearly.
- MT103 and e-FIRA, automatic or one click downloads.
- Multi currency holding, receive USD, GBP, EUR, CAD, convert when it suits you.
- Transparent FX rates, live mid market without hidden spreads.
- Fast INR settlement, ideally within 24 to 48 hours after credit.
- Multi channel support, email, WhatsApp, phone.
- Marketplace integrations, Upwork, Fiverr, Toptal, Amazon.
Best options and when to use
- Karbon Business: India focused, virtual USD, GBP, EUR, CAD accounts with live UETR tracking, automatic MT103 and e-FIRA, WhatsApp alerts, flat 1 percent inbound fee, 0 percent FX markup on mid market rates, INR in 24 to 48 hours.
- Wise Business: Low fees and strong FX, e-FIRA not automatic.
- Payoneer: Popular for marketplaces, MT103 often on request.
- PayPal: Simple acceptance, higher fees, limited tracking detail.
- RazorpayX International: Growing India first stack, improving transparency.
Evaluation checklist
- Does it offer WhatsApp notifications, and live UETR status.
- Can you download MT103 and e-FIRA from the dashboard.
- Is FX transparent, any hidden spreads beyond a clear fee.
- Can you hold currency before converting to INR.
- How fast and responsive is support when a payment is stuck.
- Any limits on size or frequency, any onboarding frictions.
- Is it RBI and FEMA compliant with proper licenses.
- Can clients pay via local rails to avoid SWIFT fees.
Real example: Rohan moved from a traditional bank to an India focused platform after losing around 4 percent to spreads and intermediaries, with local USD ACH to a virtual account, he holds dollars, converts at mid market with a flat fee, settles INR in around 36 hours, and gets WhatsApp pings at every step, more in how to receive international payments in India.
Essential proofs to keep for every international payment
Organize proofs for audits, refunds, and disputes, your CA and bank will thank you for the clean trail.
1. MT103 or SWIFT copy
Primary remittance proof, store both the client copy and any bank generated version.
2. Bank credit advice
Shows INR amount, date, and fees deducted, it confirms that funds arrived.
3. e-FIRA
Required for taxes and FEMA, download as soon as it is ready, many platforms auto generate within 24 hours of INR credit.
4. Invoice and client payment confirmation
Keep the original invoice and the sender’s confirmation, match them to MT103 and credit advice to spot discrepancies.
5. Purpose code and compliance markers
Save confirmations showing the purpose code, and any name match verification completed by the bank.
Storage tip, a simple folder template
Use a cloud folder, tag files clearly, and set a monthly reminder to archive everything.
International Payments
└── 2025
└── January
└── Client A - $2000 - Jan 15
├── Invoice_ClientA_Jan15.pdf
├── MT103_ClientA_Jan15.pdf
├── BankCreditAdvice_Jan17.pdf
├── eFIRA_Jan18.pdf
└── ClientPaymentConfirmation_Jan15.png
Step by step tracking workflow, from invoice to reconciliation
Before payment
- Send a clear invoice, include account number, IFSC, full legal name, bank name and address, and share purpose code guidance.
- Confirm the payment rail, SWIFT or ACH, SEPA, FPS, set expectations on speed and fees, ask for charge code OUR for SWIFT.
- Request UETR and a confirmation screenshot right after initiation, and explain why you need it.
During payment
- Monitor your dashboard and enable email or WhatsApp alerts, daily checks take seconds.
- For SWIFT, trace with UETR, if compliance shows up, proactively email your bank with MT103 and purpose code.
- For ACH, SEPA, FPS, expect one to two business days, educate clients to prefer local rails to reduce fees.
- Save confirmations, screenshots and alerts help if a dispute occurs.
After credit
- Claim and convert if your platform requires a claim step before INR settlement.
- Download e-FIRA within 24 hours and store it with your invoice.
- Reconcile, check amount, FX rate, fees, and net INR against your invoice, investigate any mismatch immediately.
- Archive proofs, update your accounting tool or spreadsheet.
Example: Priya invoices 3,000 USD, client pays via ACH to a virtual USD account, WhatsApp alerts show initiation, credit, and INR ready, within around 72 hours the INR lands, e-FIRA is downloaded, and reconciliation is done in minutes.
Troubleshooting delays and short credits
Common reasons for delays
- Compliance review for sanctions, AML, or FEMA checks.
- Intermediary bank charges when charge code is SHA or BEN.
- Incorrect beneficiary details, including name or IFSC.
- Missing or unclear purpose code.
- Multiple correspondent hops for certain corridors.
- Weekends and public holidays across time zones.
What to do when money is stuck
- Use UETR to identify where the hold is happening.
- Share MT103 and UETR with your bank’s international desk, ask for an ETA.
- Request bank credit advice once posted, compare with MT103 to map deductions.
- Confirm charge code with your client, ask for OUR next time if short credits persist.
- Escalate with all proofs attached, including invoice and correspondence.
Short credit example
Rajesh invoices 2,000 GBP, client sends SWIFT with SHA, two intermediaries deduct small fees and the Indian bank charges a processing fee, Rajesh explains the shortfall to the client, receives agreement to use OUR next time, then moves to a GBP local account so the client pays via FPS, he receives the full amount within a day.
Real stories, how Indian freelancers resolved tracking issues
Designer in Bengaluru, US SWIFT wire hold: A five day delay traced via UETR to a missing purpose code, one email with a declaration and PAN cleared the hold and the funds posted within 48 hours.
Developer in Pune, ACH payment with alerts: WhatsApp notifications showed each checkpoint, INR settled in about 36 hours, e-FIRA downloaded immediately, monthly tax filings became effortless.
Content writer in Mumbai, FX hedging: Held 4,000 GBP for 18 days, converted when rates improved, netted around 3.4 percent more without extra effort, with proofs stored for tax season.
How modern platforms simplify international payment tracking
How they work
- Local currency accounts, receive USD, GBP, EUR, CAD via domestic rails, fewer intermediaries, fewer fees.
- WhatsApp status alerts, you get links to proofs and escalation in chat.
- Live dashboard, UETR tracking for SWIFT, status at every hop, proofs in one place.
- Automatic e-FIRA, usually within 24 hours of INR settlement.
Practical specifics of platforms like Karbon Business
- Flat 1 percent inbound fee, 0 percent FX markup on mid market rates.
- INR settlement in about 24 to 48 hours after you claim funds.
- Virtual USD, GBP, EUR, CAD accounts with local transfer capability.
- Support on WhatsApp, email, and phone, fast response times for escalations.
- Onboarding in 2 to 4 working days with standard KYC and business proof.
Case in point: Neha’s 5,000 USD SWIFT via a traditional bank took nine days with no proactive update, switching to local ACH to a virtual USD account plus alerts reduced the timeline to roughly 40 hours, with e-FIRA available the same day she converted.
Download your personal tracking checklist
Create a Drive folder and save templates for invoices, MT103 verification, and e-FIRA storage, share a one page explainer with clients so they understand why you ask for UETR and confirmations.
Checklist template
Before payment
☐ Invoice sent with full bank or platform details
☐ Purpose code guidance included
☐ Payment rail confirmed, SWIFT or ACH or SEPA or FPS
☐ Charge code confirmed, OUR preferred for SWIFT
☐ Client agrees to share UETR and MT103 within 24 hours
During payment
☐ UETR received and added to your tracker
☐ Dashboard and WhatsApp alerts enabled
☐ Status checked daily
☐ Any compliance holds escalated promptly
After credit
☐ Payment claimed and converted to INR if needed
☐ e-FIRA downloaded within 24 hours
☐ Reconciliation completed against invoice
☐ All proofs archived, MT103, e-FIRA, credit advice, invoice
☐ Accounts or spreadsheet updated
Ready to simplify international payment tracking?
Look for live UETR tracking, WhatsApp alerts, automatic e-FIRA, transparent FX, and fast INR settlement. Replace anxiety with clarity, let alerts tell you what is happening, and let proofs be one click away. If you still juggle bank calls and screenshots, compare platforms that remove friction, and consider trying a modern India first option that gives you speed, visibility, and clean compliance.
FAQ
How do I check the live status of an international payment to my Indian bank using UETR?
Ask your client for the UETR right after they initiate the SWIFT transfer, then input it into your bank or platform’s tracker. If your bank does not expose a tracker, contact their international desk with the UETR and ask them to trace it. Freelancer focused platforms like Karbon Business show UETR status on the dashboard and also push WhatsApp alerts so you do not need to call support.
Client says money sent, but nothing in my account, what proof should I collect first?
Collect the MT103 and the UETR, confirm amount, currency, and value date, and ask for a confirmation screenshot. Share MT103 and UETR with your bank’s international desk if delayed beyond five business days. If you use Karbon Business, MT103 and e-FIRA are available for download once funds credit, which speeds up any escalation.
Which is faster for Indian freelancers, SWIFT or local rails like ACH, SEPA, FPS?
Local rails are generally faster and cheaper, ACH, SEPA, FPS often settle in one to two business days. SWIFT can take three to seven business days and may incur intermediary fees. With Karbon Business you can receive via local rails into USD, GBP, EUR, CAD virtual accounts, then convert to INR when rates are favorable.
How can I avoid short credits when my client pays via SWIFT?
Ask the client to choose charge code OUR so they bear intermediary fees, verify this on the MT103. If short credit occurs, compare the MT103 amount with your bank credit advice to map deductions. To bypass intermediaries altogether, offer clients local rail payments to a virtual account, for example via Karbon Business.
What is e-FIRA and when do I need it for taxes in India?
e-FIRA is the electronic Form of Inward Remittance, it proves foreign currency receipt and conversion to INR. Your CA will need it for ITR filing and FEMA compliance. Many platforms generate e-FIRA automatically within 24 hours of INR credit, including Karbon Business, while some banks require manual requests that take several days.
Can I hold USD or GBP and convert later to get a better INR rate?
Yes, choose a platform that supports multi currency holding. You can receive in USD, GBP, EUR, or CAD, then convert when the rate suits you. Karbon Business lets you hold balances and convert at live mid market rates with a flat inbound fee, giving you control over timing.
What should I do if the UETR shows Under compliance review for more than 48 hours?
Email your bank’s international desk with the UETR, MT103, your invoice, and purpose code declaration, and ask for an estimated resolution time. Parallelly, inform your client. If you are on Karbon Business, reply on the WhatsApp thread to escalate, typical responses arrive within minutes with clear next steps.
Is MT103 enough if my client disputes the payment or amount later?
MT103 proves the wire was sent and routed, but you should also keep the bank credit advice that shows the exact INR received and any deductions. Store your invoice, client confirmation, and e-FIRA together. Platforms like Karbon Business centralize these proofs, which makes dispute resolution faster.
How do I reconcile multiple payments from different clients in the same week without confusion?
Maintain a simple tracker with client name, invoice number, currency, rail, UETR or ACH reference, FX rate, platform fee, and net INR. Attach MT103, credit advice, and e-FIRA references. Export CSVs from your platform into Tally or Zoho Books. Karbon Business provides downloadable statements and proofs that plug into your workflow.
My client refuses to share UETR or MT103, how do I still trace the payment?
Explain that UETR and MT103 are standard for SWIFT and protect both parties, most clients comply once informed. Without them, you can still ask your bank to raise a trace using date, amount, and sender details, but it is slower. For future invoices, add a term that the client will share UETR and MT103 within 24 hours, or use local rails via a platform like Karbon Business to reduce friction.
Are there limits on international payment size for Indian freelancers and will big transfers get stuck?
Regulated platforms typically support from small transfers to six figure wires, though large or unusual patterns can trigger compliance checks. Inform your platform before a big payment so they can whitelist the transaction. Karbon Business guides freelancers on documentation for higher values, which reduces the risk of holds.
Can I get WhatsApp alerts for every stage, from initiation to e-FIRA ready?
Yes, many modern platforms provide granular WhatsApp notifications, initiation, in transit, credited, INR settled, e-FIRA ready. With Karbon Business, you can enable alerts in settings, then reply on the same thread to escalate or download proofs from shared links.
