Setting up cross-border payment collection as an Indian business requires documentation at two levels: your own business KYC with your payment gateway, and the documents you provide to your international clients to help them pay you correctly. This is the complete checklist.
Part 1: Documents to Set Up Your Payment Gateway (One-Time)
To open a cross-border payment account with Playto Pay, you need:
For Individual Freelancers / Proprietorships
| Document | Purpose |
|---|---|
| PAN Card | Tax identification |
| Aadhaar Card | Identity verification |
| Bank account proof | Cancelled cheque or bank statement with account details |
| Photo | Profile identification |
| Business description | Nature of services you provide internationally |
Processing time: 24-72 hours for Indian KYB approval.
For Private Limited Companies
| Document | Purpose |
|---|---|
| Certificate of Incorporation | Company registration proof |
| Memorandum and Articles of Association (MoA/AoA) | Company constitution |
| PAN Card (company) | Tax identification |
| GST Certificate (if registered) | GST compliance |
| Bank account proof | Cancelled cheque on company letterhead |
| Director PAN + Aadhaar | Beneficial owner KYC |
| Board Resolution | Authorising signatory |
For Partnership Firms and LLPs
| Document | Purpose |
|---|---|
| Partnership deed / LLP agreement | Entity constitution |
| PAN Card (firm) | Tax identification |
| GST Certificate | GST compliance |
| Bank account proof | Cancelled cheque |
| Partner PAN + Aadhaar (all partners) | Beneficial owner KYC |
Part 2: Documents for Each International Transaction
Once your account is set up, these documents are generated/maintained per transaction:
| Document | Source | Purpose |
|---|---|---|
| Invoice to client | You generate | Payment request, FEMA compliance |
| FIRA | Playto Pay auto-generates | GST export documentation, ITR |
| Bank credit advice | Your Indian bank | Confirms INR received |
| LUT (filed annually) | GST portal | Zero-rated export invoice authorisation |
Part 3: Documents You Provide to International Clients
Your client needs certain information to initiate payment correctly:
For Wire Transfer (VBA) Payments
Payment Instructions for Wire Transfer
Beneficiary Name: [Your Company Name exactly as in bank]
Account Number: [Your USD/GBP/EUR VBA account number]
Routing Number: [VBA routing number - US clients]
Sort Code: [Sort code - UK clients]
IBAN: [IBAN - EU clients]
SWIFT/BIC: [SWIFT code]
Bank Name: [Playto Pay partner bank name]
Bank Address: [Bank address]
Reference: [Your Invoice Number - MANDATORY]
Please ensure beneficiary receives the full invoiced amount.
Any correspondent bank charges to be borne by sender.
For Card Payment
Simply share your Playto Pay payment link. Client clicks, pays by card. No additional banking details needed.
Tax Documentation (When Foreign Client Requests)
| Document | When Needed | How to Get |
|---|---|---|
| Form 10F | When client wants to withhold less tax | File on incometax.gov.in |
| Tax Residency Certificate (TRC) | Alongside Form 10F | Apply via Form 10FA to jurisdictional AO |
| Form W-8BEN-E | US clients specifically | US IRS website, fill and sign |
| GST Certificate | Some corporate clients request | Download from GST portal |
| Company registration certificate | First-time corporate client onboarding | From MCA/Registrar |
Part 4: Documents for Annual Compliance
| Document | When Filed | Source |
|---|---|---|
| LUT (Letter of Undertaking) | Before April 1 each FY | GST portal |
| GSTR-1 (outward supplies) | Monthly or quarterly | GST portal |
| GSTR-3B (summary return) | Monthly or quarterly | GST portal |
| ITR (Income Tax Return) | By July 31 (individuals) / Oct 31 (companies) | Income Tax portal |
| Form 10F | Per financial year per client country | Income Tax portal |
| TRC | Per financial year | Income Tax Department |
Quick Checklist: Before Your First International Payment
- GST registration completed (if above ₹20 lakh threshold)
- LUT filed on GST portal for current financial year
- Playto Pay account KYB approved
- VBA details noted (USD/GBP/EUR/AED)
- Invoice template ready with VBA details and payment link
- Professional invoice with LUT reference created
- FIRA download process understood (Playto Pay dashboard)
- CA engaged for ITR and FEMA compliance
FAQ
What documents do I need to start receiving international payments in India? For individual/proprietor: PAN, Aadhaar, bank account proof. For company: Certificate of Incorporation, MoA, company PAN, director KYC, bank proof. Submit to Playto Pay for Indian KYB (24-72 hours).
Do I need GST registration to receive international payments? Not mandatory below ₹20 lakh total turnover. But without GST registration, you cannot file LUT and technically must pay 18% IGST on international invoices (then claim refund). GST registration + LUT is the clean setup.
What is a payment link and how does it replace bank details? Playto Pay generates a payment link you include in your invoice email. Client clicks the link, enters card details, pays in seconds. No need to share VBA banking details for card payments.
What FIRA documentation do I get per transaction with Playto Pay? Auto-generated FIRA PDF per transaction, available immediately from Playto Pay dashboard. Contains: client name, amount, currency, INR equivalent, date, reference. Sufficient for most GST and ITR compliance purposes.