The Invoice Template That Stopped the Problems

Our crypto invoice started as an amount and an address. It is now seven lines, and each was added after something went wrong. For anyone in the same position, a stablecoin payment gateway with fiat settlement sets out the same terms without requiring an account.

Line one: the amount in euros

Because we price in euros. Invoicing a fixed quantity of an asset means the value moves between issuing and payment, and one of us loses.

Line two: the crypto amount and the rate used

The equivalent at a stated rate and time, so the client can see how it was derived.

Line three: the network, written out in full

Added after a client sent on a network we could not receive. Nine days and a recovery fee.

The asset name alone is not enough information to pay safely. It exists on several networks and they are not interchangeable.

Line four: the address

Obviously. Worth saying that we never send an address in a follow-up email, only on the original invoice, because address substitution in email is a known fraud.

Line five: a deadline

After which the crypto amount is recalculated at the current rate.

Without it, a client paying two weeks later pays an amount that no longer matches.

Line six: network fees are payable by the sender

Added after roughly a third of clients sent the invoice amount inclusive of the fee, leaving us short.

Their wallets deduct it by default. The line changed that to almost nobody.

Line seven: funds sent on any other network cannot be recovered

Reads as stating the obvious. It is the line that has prevented the most expensive mistake from recurring.

What we also do that is not on the invoice

A tolerance for small shortfalls. One percent or five euros, whichever is larger, accepted without chasing. Chasing three euros costs more than three euros. On the receiving side the equivalent is an exchange that publishes its full fee schedule, with settlement included.

A refund policy: back to the origin address, always. Written in our terms before the first payment, so nobody has to decide it under pressure.

The provider feature that helps most

Ours generates a payment request that is network-specific, so the client cannot select a different network within the flow.

Our previous provider showed an address and an asset name and left the choice to the client’s wallet. Every wrong-network incident we had was with that one. Check the country list before planning anything. a regulated crypto exchange publishes it and it is shorter than I expected.

That design difference mattered more than anything on the pricing page.