Business currency exchange: when should you contact your account manager?

Online currency exchange allows businesses to buy and sell foreign currencies independently, without having to contact a bank or arrange an exchange rate over the phone. This makes everyday international settlements much more convenient. However, there are situations where speaking to a dedicated account manager can offer additional benefits.

A larger payment to an overseas supplier, regular exchanges involving EUR, USD or another currency, an approaching settlement deadline or significant exchange rate movements – these are all situations where it may be worth exploring the available options before completing a transaction.

When should you contact your account manager about currency exchange? Particularly when your business is making larger or recurring transactions, wants to discuss individual exchange rates, needs support with settlement planning or is considering agreeing an exchange rate in advance for a future commercial payment.

Contacting your account manager does not need to be complicated. In many cases, simply providing the currency, amount and expected settlement date is enough to start discussing the options available to your business.

1. Before a large currency exchange – explore individual exchange rates

For higher-value currency transactions, even a small difference in the exchange rate can have a noticeable impact on purchasing costs or the amount a business receives.

Consider an importer that needs to buy EUR 100,000 to pay an overseas supplier. A difference of PLN 0.02 per euro translates into PLN 2,000 in the total exchange cost.

This illustrates why it is worth reviewing the available terms before completing a larger transaction.

At AFORTI.BIZ, businesses can exchange currencies independently through the online platform. For larger or recurring transactions, they can also contact their dedicated account manager to discuss individual terms.

During the conversation, it is worth checking:

• the amount and currency pair involved in the transaction,
• the exchange terms currently available for that amount,
• whether an individual exchange rate can be offered,
• which settlement date best suits the company's requirements.

Of course, contacting an account manager does not guarantee a better rate. The terms available depend on factors such as the transaction amount, its characteristics and current market conditions. Nevertheless, checking the options before accepting an exchange rate can help a business make a more informed decision.

In practice: if your company is planning a larger exchange involving EUR, USD, GBP or another currency, consider contacting your account manager before confirming the transaction. This gives you an opportunity to review the available terms and choose the most suitable way to proceed.

2. For regular currency transactions – discuss your business's exchange needs

Not every company exchanges currencies occasionally. Importers, exporters and businesses working with international partners may need to buy or sell currencies every week or several times a month.

In these situations, the exchange rate on an individual transaction matters, but so does the total cost of currency exchange over time.

Example: a company importing goods from Germany purchases an average of EUR 50,000 each month. Over a year, this amounts to EUR 600,000. A difference of just PLN 0.01 per euro would represent PLN 6,000 across that annual exchange volume.

That is why businesses with recurring foreign currency transactions may benefit from discussing their exchange requirements with an account manager.

Useful information to share includes:

• the currencies your business most frequently buys or sells,
• approximate monthly or quarterly exchange volumes,
• how often transactions take place,
• typical payment dates for international suppliers or customers,
• any seasonal changes in foreign currency requirements.

This information helps establish the nature of your company's currency transactions and whether individual exchange terms may be available.

Importantly, regular contact is not required for every subsequent exchange. After discussing your business's needs, you can continue completing everyday transactions independently through the AFORTI.BIZ platform.

3. Before an upcoming international payment – plan your settlement date

The exchange rate is not the only factor that matters when making international payments. The timing of currency settlement can be just as important.

If an overseas invoice is due in a few days, it is worth checking your currency exchange and settlement options in advance. Leaving the transaction until the last minute may reduce your flexibility.

AFORTI.BIZ offers three settlement options for currency exchange transactions:

• D+0 – settlement on the same business day,
• D+1 – settlement on the next business day,
• D+2 – settlement on the second business day after the transaction.

The most appropriate option depends on your company's payment schedule and when the funds need to be available.

Example: a business needs to pay an invoice in USD and wants to ensure the exchanged funds are available in good time. If the business owner is unsure which settlement option to select or what operational requirements need to be considered, contacting an account manager before completing the exchange can be helpful.

The account manager can explain the settlement process and help the business understand which available option is suitable for its planned payment.

It is important to remember that the ability to carry out online transactions 24/7 does not mean that funds are settled at any time. Currency transactions are settled on business days, according to the applicable transaction terms.

For more information on comparing currency exchange options and costs, read Online currency exchange for businesses or a bank? Where should companies exchange currencies?

4. During significant exchange rate movements – review your options

Exchange rates fluctuate in response to economic data, central bank decisions and developments in financial markets. For a business planning a substantial payment in a foreign currency, even a relatively small movement can affect its budget.

In this situation, the first step is to understand which exchange rate was used in the original calculation and how a change would affect the transaction's profitability.

Example: a company plans to purchase EUR 80,000. Its budget was based on an EUR/PLN rate of 4.30, but the rate has increased to 4.38. This represents an additional planned currency purchase cost of PLN 6,400.

If that difference has a meaningful impact on the company's margin, it is worth considering the available options before proceeding with the exchange.

Contacting an account manager may be useful when a business wants to:

• check the exchange terms currently available,
• discuss a higher-value currency transaction,
• understand the available transaction and settlement options,
• explore whether agreeing an exchange rate in advance could be appropriate for a future commercial payment.

However, no one can guarantee how exchange rates will move in the future. A conversation with an account manager should therefore not be focused solely on predicting whether the euro, dollar or another currency will rise or fall.

A more practical approach is to establish which exchange rate the business can accept and how different rate levels would affect its costs, revenue or margins.

To stay informed about market developments, businesses can also use exchange rate alerts and market analysis available through AFORTI.BIZ.

5. For future commercial transactions – discuss agreeing an exchange rate in advance

Some businesses know the value of a future foreign currency payment long before it is due. This is particularly common among importers purchasing goods with deferred payment terms and exporters expecting payments from international customers.

In these situations, exchange rate movements between signing a contract and settling the payment can affect purchasing costs, revenue and profit margins.

Example: an importer signs a contract to purchase goods worth EUR 150,000, with payment due in three months. The business knows the amount and payment date, but it does not know what the EUR/PLN exchange rate will be when the invoice becomes payable.

Rather than leaving the entire calculation exposed to future exchange rate movements, the company may consider agreeing the rate in advance.

At AFORTI.BIZ, this is possible through Term – a solution designed for businesses carrying out genuine commercial transactions in foreign currencies. It allows companies to reserve an exchange rate for a future settlement date, up to 12 months ahead.

It may be worth speaking to your account manager about Term if your company:

• has signed a commercial contract with a future payment date,
• knows the amount of a foreign currency payment or expected receipt,
• wants greater predictability around costs or revenue,
• is planning a substantial commercial transaction where exchange rate movements could affect margins.

During the conversation, you can explain the details of the planned commercial settlement and find out more about the terms and conditions of the available solution.

Agreeing an exchange rate in advance can help reduce uncertainty caused by future currency movements. However, it also means settling the transaction under the agreed terms, even if the market exchange rate later moves in a more favourable direction.

To learn more, read How to hedge the euro exchange rate in your business: practical guide for importers and exporters.

When can you exchange currencies without contacting an account manager?

Not every currency transaction requires individual assistance. If your business knows the amount it needs to exchange, accepts the available rate and understands which settlement date to choose, the transaction can be completed independently online.

With AFORTI.BIZ, once your business account has been registered and verified, you can select a currency pair, enter the amount, review and accept the exchange rate, and choose the settlement date.

The platform allows businesses to enter into transactions 24/7, including weekends and public holidays. Settlements, however, take place on business days.

Contacting an account manager is therefore an additional option rather than a necessary step in every currency exchange. It can be particularly useful when your company requires individual terms, has questions about a larger transaction or wants to plan future foreign currency settlements more effectively.

How to prepare for a conversation with your account manager

Having a few key details ready can make the conversation more productive. It helps your account manager understand your company's requirements and discuss the available options more efficiently.

Before getting in touch, prepare the following information:

1. Currency pair – for example, EUR/PLN, USD/PLN or GBP/PLN.
2. Transaction direction – whether your company needs to buy or sell a particular currency.
3. Transaction amount – an exact or approximate figure if the settlement is still being planned.
4. Payment or receipt date – when the funds will be needed or are expected to arrive.
5. Transaction type – a one-off exchange, regular currency transactions or a future commercial settlement.
6. Specific requirements – such as an individual exchange rate, questions about settlement or the possibility of agreeing a rate in advance.

You do not need to prepare a detailed market analysis. The most important thing is to explain the purpose of the transaction and provide the information that may affect how it is carried out.

How to contact your AFORTI.BIZ account manager

AFORTI.BIZ combines independent online currency exchange with support from a dedicated account manager, allowing business customers to discuss transaction terms and practical aspects of the exchange process.

If you are planning a larger transaction, regularly buying or selling foreign currencies, or need support with a future commercial settlement, you can contact your account manager directly.

For currency exchange enquiries, you can also call +48 22 647 50 30. The AFORTI.BIZ Dealing Room is available Monday to Friday, from 8:00 AM to 6:00 PM (Poland time).

Getting in touch before completing a transaction gives your business an opportunity to review the available terms and select an approach that meets its needs.

For more information about how the platform works, visit Currency exchange for businesses.

Frequently asked questions about contacting an account manager for currency exchange

Can businesses negotiate exchange rates at AFORTI.BIZ?

Yes. For larger or recurring currency transactions, businesses can discuss individual exchange terms with their dedicated account manager. The availability and level of any proposed rate depend on the transaction details and current conditions.

Do I need to contact an account manager before every currency exchange?

No. At AFORTI.BIZ, businesses can exchange currencies independently online after registering and verifying their account. Support from an account manager is an additional option, particularly for larger transactions or when individual assistance is needed.

Can an account manager help plan a future payment in EUR, USD or another currency?

An account manager can explain the available solutions and discuss the terms relevant to a future settlement. If the payment relates to a genuine commercial transaction, it may also be worth asking about Term, which allows a business to agree an exchange rate in advance.

Does contacting an account manager guarantee a better exchange rate?

No. Individual exchange terms depend on the amount, type and other characteristics of the transaction. However, contacting an account manager allows a business to check what is available before making a decision.

Can I exchange currencies outside my account manager's working hours?

Yes. The AFORTI.BIZ platform allows businesses to enter into currency exchange transactions 24/7, including weekends and public holidays. However, transactions are settled on business days, and telephone support from the Dealing Room is available during specified working hours.

Summary

Independent online currency exchange works well for the everyday international settlements of many businesses. However, there are situations where speaking to a dedicated account manager can provide additional value.

Before a larger transaction, it may be worth requesting an individual exchange rate. For recurring exchanges, discussing your company's requirements can help you explore the available terms. When a payment deadline is approaching, understanding settlement options becomes important. For future commercial transactions, agreeing an exchange rate in advance may offer greater predictability.

The key is to contact your account manager with a clear objective and enough time before the planned transaction. This allows your business to explore the available options and make informed decisions without unnecessary last-minute pressure.

Planning a currency exchange for your business? Contact your AFORTI.BIZ account manager, explore the available terms and choose a transaction approach that suits your company's needs.

This material is for educational and informational purposes only. It does not constitute financial, tax or investment advice, a recommendation or an offer to enter into an agreement within the meaning of applicable law.