How exchange rates work on invoices, payments and reports

When you invoice or pay in a currency other than your business currency, Invoiless saves an exchange rate on that document. The rate is taken on the document's own date and stays with it, so your reports always value each document the way it was on that day.

1. Open the invoice, or create a new one.
2. In the Invoice information section, pick a Currency different from your business currency.
3. In the Invoice amount section, check the Exchange rate field. Invoiless fills it in with the market rate for the invoice date.
4. Change the rate if you used a different one, for example your bank's rate.
5. Click Save changes.

💡 The rate is the value of 1 unit of the invoice currency in your business currency. The line under the field (≈) shows the invoice total converted with that rate.

1. Open the invoice and click Manage payments in the control panel.
2. Click Record payment.
3. Enter the Amount, Payment method and Paid at date. The Exchange rate fills in with the rate for that date.
4. Change the rate if your bank converted the money at a different rate.
5. Click Record payment.

• One rate per document: invoices, estimates, bills, payments, refunds and transactions each save their own rate, taken on their own date.
• Market rates: rates come from central-bank reference rates, published once per working day.
• Online payments: when the payment provider pays you out in your business currency (Stripe, PayPal, Razorpay), the payment keeps the provider's real conversion rate. For other providers, it takes the market rate of the payment day.
• Converted estimates: an estimate converted to an invoice keeps its rate, so the accepted figures stay the same.
• Recurring invoices: each invoice a recurring profile creates takes the rate of its own date.
• Your totals don't change: document totals, balances and statuses always stay in the document's currency. The rate is only used to value the document in your business currency.

1. Go to your Reports page.
2. Click New report.
3. Select Realized FX gain/loss as the Type.
4. Pick a Date range. You can also filter by Customer or Vendor.
5. Click Add.

For each payment or refund, the report shows the Invoiced value (at the invoice or bill rate), the Settled value (at the payment rate), and the Gain / loss. The totals show your Total gain, Total loss and Net result.