How to issue a sales invoice for a crypto payment
Getting paid in crypto doesn’t change what an invoice is for: a clear record of what was sold, for how much and when. The crypto part adds a few details that are worth getting right from the first sale.
The usual invoice details
Start with what any sales invoice needs:
- Your business name and, if you are registered, your tax number
- An invoice number and date
- Each item with quantity and price
- The total, and VAT if you charge it
Price in your local currency
Your books, your taxes and your customers think in local currency, so the invoice total should be in local currency too. The crypto amount is then derived from it. That way your revenue figures stay comparable from day to day, however much the crypto rate moves.
Record the rate you used
The single most useful extra line on a crypto invoice is the exchange rate applied, and when. If you later need to explain a sale to an accountant or a tax office, the rate at the time of sale is what matters, not today’s price. A rate that comes from a signed, time-limited quote is easier to defend than one typed in by hand.
Payment details on the receipt
Once the invoice is paid, the receipt should show:
- The asset and network used, for example USDT on TON
- The amount received
- The transaction hash, which proves the payment on the blockchain
- The payment status: paid, underpaid or overpaid
When the amount doesn’t match
Crypto payments are sometimes short by a fee or sent twice. Don’t quietly change the invoice. Keep the original and record what actually happened. An underpaid invoice becomes a receivable, the amount still owed. An overpaid one needs a refund or an agreed credit. Clear statuses make this easy to follow later.
VAT on crypto sales
If you are VAT-registered, a sale paid in crypto is generally still a sale. Show your tax number, the VAT amount and the net amount, and freeze them on the invoice so they don’t change if your settings change later. Rules differ by country, so confirm with your accountant. An invoice app is not a tax adviser.
Keep a copy you can export
Store invoices as PDF for customers and export your sales as CSV for your accountant. CSV opens in Excel or any spreadsheet program and imports into most accounting tools.
How Waletifi handles it
In Waletifi, you create an invoice in your store’s currency and a server-signed quote fixes the crypto amount for a short window. The customer pays in USDT or TON on the TON network. Each sale gets a PDF invoice and receipt with the network and transaction hashes, and your VAT number if you’ve added one. Books export to CSV. It is record-keeping for your business, not e-invoicing.
