The Definitive Guide to Multi‑Currency AliExpress Invoices: Exchange Rates, Dates, and Home‑Currency Conversion for Accurate Profit Reporting

AliExpress makes sourcing simple, but accurate profit tracking across currencies is where many store owners lose the plot. Prices are displayed in one currency, cards settle in another, and your books require a single home currency. If you want audit‑ready records and precise cost of goods sold, you need a repeatable method for capturing invoice data, choosing the right exchange rate, and converting amounts consistently.

This guide explains how to handle multi‑currency AliExpress invoices properly, which dates and exchange rates to use, and how to convert every order to your home currency without guesswork. It also shows how a one‑click invoice workflow inside AliExpress using AliBilling keeps your records organized for bookkeeping, tax, and even customs.

Why multi‑currency discipline matters now

Cross‑border shopping is mainstream. In the International Post Corporation’s 2024 survey of 31,000 consumers across 41 countries, frequent cross‑border purchasing remained strong, and apparel, electronics, and small goods dominated the basket, which aligns closely with AliExpress categories that dropshippers love to source (IPC Cross‑Border E‑commerce Shopper Survey). This volume makes accurate documentation and currency handling critical for anyone reselling to customers on platforms like Shopify or WooCommerce.

At the same time, AliExpress does not always provide business‑grade invoices by default. For EU orders where AliExpress collects VAT at checkout, the company explains that an invoice is available in My Orders for those specific purchases, but it does not universally cover all scenarios or seller details you may need for accounting (AliExpress Help Center on EU VAT invoices). For complete, uniform records, many merchants add a dedicated invoice workflow.

The core rules: dates and exchange rates you should use

Accounting standards are clear about foreign currency transactions. The IFRS standard IAS 21 states that a foreign currency transaction is initially recorded by applying the spot exchange rate at the date of the transaction to the amount in foreign currency (IAS 21 on IFRS.org). In practice, that means you should capture a specific date and a specific rate for each purchase.

If you keep your books under US rules and file taxes in USD, the IRS allows yearly average exchange rates in certain contexts when precise daily rates are not available, although it generally expects a reasonable, consistent method and recognizes that some items must be translated at the rate on the date of the transaction (IRS yearly average exchange rates and the IRS overview on appropriate exchange rates in examinations, PDF](https://www.irs.gov/pub/fatca/intpracticeunits/FCUCUC1821_01.pdf)). For most ecommerce purchases, capturing the order or invoice date and using a supportable spot rate is the straightforward approach that keeps you aligned with IAS 21 principles and typical bookkeeping systems.

Which date should you treat as the transaction date?

• Invoice date or order date. This is the most defensible date for recording the purchase obligation when you place and pay for the order on AliExpress.
• Payment settlement date. If your card or PayPal settles on a different day than you ordered, many merchants use the actual settlement amount recorded by the card network or processor, since that is the real home‑currency cash outflow.

Either approach can be acceptable if you apply it consistently and can support the exchange rate used. Your accounting policy should specify the treatment, and your documentation should show your chosen date, rate source, and final home‑currency amount.

Where to get exchange rates and which one is right

There is no single correct exchange rate for all purposes. Choose the source that best fits your use case and document it.

• Your payment network’s settlement rate. Card networks publish the rates they use to convert foreign transactions. Visa and Mastercard maintain calculators that reflect the actual rate used when your payment posts, often plus any foreign transaction fees your issuer adds. If you want to book the exact home‑currency cost you paid, the network’s settlement result and your bank statement are the ground truth (Visa exchange rate calculator and Mastercard currency converter).
• Your payment processor’s rate and fees. If you paid with PayPal, note that conversion includes a markup above market rates as part of PayPal’s service fees, which affects the final amount you pay in your home currency (PayPal’s overview of currency exchange concepts and PayPal business fee structure).
• Official reference rates for VAT or regulatory reporting. In the EU, many authorities refer to the European Central Bank’s euro foreign exchange reference rates, which the ECB publishes daily and updates around 16:00 CET on working days (ECB reference rates). In the UK, HMRC guidance allows invoices in any currency but requires the total VAT amount to be shown in GBP when VAT is due, so you must convert for VAT purposes using an approved approach (HMRC guidance on foreign currency and VAT).

Your policy might be: use network settlement amounts for your posted cost in the general ledger, and use ECB or HMRC accepted rates when you need to show VAT in local currency on invoices.

What a compliant invoice needs when currencies differ

Invoice content rules vary by jurisdiction, but two recurring principles show up in guidance and laws:

• You can issue invoices in any currency, but VAT must be shown in the local currency of the tax authority. The UK’s HMRC states that only the total VAT payable must be expressed in GBP on a UK VAT invoice if issued in a foreign currency, though you may also need to show net values per rate in GBP depending on the situation (HMRC internal manual on invoicing in a foreign currency). Similarly, EU tax administrations often accept the ECB reference rate to convert foreign currency invoices for VAT reporting (European Commission VAT invoicing explanatory notes, PDF). Ireland’s guidance explicitly requires that if you issue an invoice in a foreign currency, it must also show the corresponding figures in euro, using an appropriate selling rate (Irish Revenue VAT invoice rules).
• The date and exchange rate policy must be consistent. IAS 21 requires initial recognition at the spot rate on the transaction date, and many accounting systems are built around this concept. Xero, for example, records a foreign currency transaction at the rate on the day it was created and lets you review or edit that rate if needed (Xero help on exchange rates per transaction date). QuickBooks Online supports multicurrency and allows you to set your own exchange rate per transaction as well (QuickBooks Online multicurrency help and enter your own exchange rates).

If you sell to EU customers and reclaim VAT, you may rely on official rates for VAT display while still booking the actual settled home‑currency cost in your ledger. Keep the rate source in your files.

A practical workflow for AliExpress multi‑currency purchases

You do not need to overcomplicate your process. Use a simple, defensible workflow and apply it to every order.

1) Generate a clean supplier invoice for every order. AliExpress may show order details, but for business records you want a proper invoice with your company name, VAT or tax ID, supplier details, and a clear invoice date. The AliBilling Chrome extension puts a download button right inside My Orders and creates printer‑friendly PDFs with customizable fields and date formats. You can follow this how‑to guide to start in a few minutes.

2) Choose the transaction date and lock your rate source. If your policy is invoice date at spot rate, use that date and a trustworthy published rate source. If you prefer actual settled cost, use your card statement or processor settlement as the authoritative home‑currency amount.

3) Convert to home currency and record COGS. Book the purchase in your accounting system with the home‑currency amount derived from the chosen rate source. If you used a published rate different from your bank’s settlement, record the difference as an exchange gain or loss. IAS 21 explains that exchange differences on monetary items are recognized in profit or loss, which is what your accounting software will do when your rate differs from settlement (IAS 21 summary on IAS Plus).

4) Handle VAT display and returns correctly. If you must show VAT in local currency on the invoice, convert the tax for display using an accepted official rate such as the ECB’s reference rates. For returns or partial refunds in foreign currency, the refund will settle at a new exchange rate and may create a small FX gain or loss. This is normal and should be recognized in your books.

5) Keep consistent documentation. Save the AliBilling invoice PDF, a screenshot or link of the rate you used if it is not the card settlement, and your payment confirmation. Consistency and traceability make audits easy. For more tips on building audit‑ready documentation, see this piece on audit‑proof AliExpress invoices.

What to do when AliExpress and your card show different totals

It is common to see an AliExpress order shown in your preferred display currency while your card settles in your home currency at a slightly different amount. AliExpress itself notes in help and forums that the final payment depends on the card issuer’s rate. Card networks convert at their own daily rates and your issuer may add fees, and optional dynamic currency conversion at the point of sale can change the amount as well (Visa on dynamic currency conversion).

For bookkeeping, anchor your records to one policy and stick to it. If you use the card settlement amount as authoritative, your COGS equals the home‑currency charge on your statement. If you use a published spot rate on the transaction date, book the converted amount and recognize the delta against the statement as FX difference.

How AliBilling fits your multi‑currency process

AliBilling solves the biggest structural problem: getting a compliant, standardized invoice for every AliExpress purchase in one click inside My Orders. That PDF becomes the anchor for your accounting entry and for any VAT or customs documentation you need to present.

• One‑click invoice generation for new and historic orders saves hours and avoids missed documents. The extension places a download button right next to each order. See the step‑by‑step setup or browse the blog for tips.
• Customizable fields ensure compliance. Add company details, VAT or tax IDs, and supplier info so the invoice meets your jurisdiction’s requirements. The invoices are printer‑friendly PDFs designed for bookkeeping and tax filing.
• Date format control and orderly naming. Your team and accountant will thank you when every file uses the same date format and a consistent naming convention. That uniformity is essential when currencies vary.
• Unlimited invoices with low, flexible pricing. AliBilling’s site advertises a simple plan at 29 dollars per user per year, while the Chrome Web Store lists alternative options like 20 dollars for 3 months, 35 dollars for 6 months, or a 60 dollar lifetime plan, which means you can pick what fits your budget. Check the latest pricing, read the FAQs, or contact the team for help any time via live support.

If you are new to downloading AliExpress invoices, this walkthrough covers it from A to Z: How to download invoice from AliExpress. You might also like the guides on tax obligations for dropshippers and dropshipping the legal way.

Multi‑currency in your accounting software

The best accounting tools support daily or per‑transaction rates and make FX gains and losses transparent.

• Xero. Xero records a foreign currency transaction with the exchange rate for the day it is created and shows today’s rate if the bill is unpaid. You can also edit the rate for a date or a specific transaction, which is useful if you want to match your card’s settlement rate (Xero exchange rate help and how to edit exchange rates).
• QuickBooks Online. QuickBooks supports multicurrency and lets you set your own exchange rate per transaction. This is practical if you prefer to use official rates for VAT display and card settlement amounts for ledger entries (QuickBooks Online multicurrency and enter your own rates).
• Stripe and payouts. If you sell in multiple currencies, remember that presentment and settlement can differ, and Stripe can either convert to your default currency or settle in multiple currencies depending on your bank accounts and plan (Stripe on multi‑currency settlement and presentment vs settlement explained). This matters for your revenue side, which should match your COGS currency policy for clean margins.

If you are building your store now and want native multi‑currency features, note that platforms like Shopify have robust currency tools and a large app ecosystem for accounting integrations.

Common pitfalls and how to avoid them

• Dynamic currency conversion at checkout. Some processors or gateways offer to convert into your home currency on the spot. This can include extra fees and can confuse your rate documentation. According to Visa, DCC is optional and includes a rate and additional fees, so decline it if you want to control the rate source you record later (Visa on DCC).
• Partial refunds and FX swings. If you receive a refund weeks later, the card network converts at the then‑current rate, which can create a small FX gain or loss. Record it as such rather than trying to force the original rate.
• Mixing rate sources. Using bank settlement for some purchases and mid‑market or ECB rates for others without a clear policy makes audits harder. Decide which rate you will use for ledger entries and which for VAT display, and stick to it.
• Missing supplier details. Invoices that lack supplier name, address, or tax IDs can cause trouble during tax reviews. Always populate these fields on the PDF you store. If you need a refresher on the required elements, the European Commission’s invoicing page is a helpful overview of VAT invoicing standards across the EU (EC invoicing overview).

Putting it all together

• Generate and save a standardized invoice for every AliExpress order. Use AliBilling to do it in one click inside My Orders.
• Choose your transaction date and rate policy, and document the source. IAS 21 favors the spot rate at the transaction date, while some tax authorities accept averages if applied consistently.
• Convert to home currency for COGS using either card settlement or a published spot rate, and record FX gains or losses on differences.
• For VAT display and statutory needs, convert using official rates such as the ECB’s, and follow local rules like HMRC’s requirement to show VAT in GBP on UK invoices.
• Keep the invoice PDF, rate evidence, and payment confirmation together so your books are audit‑ready. If you need any help, AliBilling’s team is available via 24/7 support, and our FAQs cover the common setup questions.

If you want a quick start, follow our how‑to download guide and then set a simple rate policy in your accounting software. In a week, you will see cleaner COGS, clearer margins, and a lot less stress at tax time.