Convert currency for a transaction

A US client paid €1,100 for an invoice but wants to settle in dollars. Convert that transaction to USD at today’s rate and record the amount as a USD credit on the transaction so my bookkeeping shows the exact dollars received. Confirm the converted amount and any exchange fee before completing the conversion.

Before I convert this €1,100 payment to USD, show the converted dollar amount prominently, list the exchange rate used and the exact exchange fee, and surface how this will affect my invoice balance and accounting journal. If the conversion would lose more than $15 to fees, flag that and suggest an alternative.

A client just says they prefer to settle in dollars though they already paid €1,100. I’m not sure whether to convert the payment now or issue a refund and ask them to re-pay in USD. I’m worried about losing money to the conversion fee and creating a mess in my books. Which option is likely better and what steps minimize fees and reconciliation work?

Over six months I’ve accepted six invoices in the wrong currency and kept losing 1–3% on conversions and extra bookkeeping work. What habit, invoice setting, or client message should I change so most clients pay in the currency I record without harming conversion flexibility?