What should an invoice contain?

Invoice number

Each invoice must have a unique serial number. The serial number must be written in an unbroken series of numbers throughout the company's financial year. E.g: 2023-1, 2023-2, 2023-3, etc.

It is not permitted to have only the date as the invoice number. If the date is used as the invoice number, a serial number must be added because it is common for several invoices to be printed on the same day.

Remember that a credit note or a reminder invoice must also have a unique invoice number.

Billing date

Date the invoice is sent

Normally, you create an invoice and date it when you have delivered a product or completed a service. Invoice as soon as possible after the goods have been delivered or the service has been performed to receive payment as soon as possible.

Customer address

Customer address is the customer's address, to which you send the invoice. Enter the customer's name and address, bearing in mind that abbreviations are not accepted; the full name of the customer must be printed.

Delivery date

The date you sold your goods or services

You must provide information on your invoice regarding when the delivery of goods/services was carried out or completed. If you cannot enter a specific date, you can enter the month of delivery instead. If you send an invoice for several deliveries, each individual delivery date must be indicated.

The delivery date of your product/service does not always have to be the same as the billing date. For example: you deliver a good/service to the customer on 28 August. On 30 August, you write the customer invoice and send it off, this will be your billing date.

Terms of payment/due date

Specifies when your customer must pay by and what conditions apply

The due date is the last day on which your customer can pay and must always be stated on the invoice. Payment terms refer to the number of days the customer has to pay the invoice.

Net 30 days means that the invoice must be paid within 30 days of the invoice date. Other common payment terms are net 10, 15 and 20 days.

It is a good idea to agree in advance with your customers regarding payment terms. It is important to note that the payment terms determine when you get paid for your invoices.

Interest on overdue payment

An additional fee you can charge when the customer does not pay on time

If the date of payment of the invoice has been agreed, you are entitled to charge interest after that date. If you have not agreed on a payment date at the outset, you are still entitled to charge interest on overdue payments, but only from the 30th day after you have sent the invoice and provided notice of your intention to charge interest. If the customer is not a person carrying out business activities or a public authority, you must also indicate in the invoice that you will charge interest on late payments.

You calculate interest on overdue payments on the full amount of the invoice including VAT. However, no VAT is added to the interest amount. The rate of interest on overdue payments is normally the Riksbank's reference rate plus eight percentage points. For the seller to be able to charge a higher rate of interest on overdue payment, this must be specifically agreed.

Specification

Write which goods/services the invoice refers to

You must carefully write the goods or services supplied. Please note that the number and unit (piece, hours) must also be indicated.

Price

Price without VAT

Write out the price of your product/service excluding (without) VAT.

VAT rate

The applicable VAT rate(s) and the amount of VAT to be paid

Add VAT to your price. There are three different VAT rates in Sweden:

• 25% VAT is charged on most goods and services.
• 12% VAT is charged on items such as food and restaurant meals.
• 6% VAT is charged on items such as taxi journeys, books and concert tickets.

You state the VAT in SEK. The VAT must be specified per VAT rate, and even VAT-free sales must be itemised on the invoice.

Total amount

Your price + VAT (25%, 12% or 6%) = total amount

When you add your price to the VAT amount, you get the total amount the buyer has to pay.

Contact details

Your business name and address, telephone, e-mail and any web address

On the invoice, you must indicate your business name and address, and the name should be printed in full. If you are a limited company, you must give your company's full name and address, its company registration number and the town/city of its registered office. You should also state the company's telephone number, e-mail address and any web address.

VAT-number

VAT number is your VAT registration number

If you are registered for VAT, your business has a unique Value Added Tax (VAT) number. SE is the country code and stands for Sweden. A Swedish VAT registration number for a sole trader business is always SE, then your personal identity number with 01 at the end. For limited companies, it is SE, then the organisation number with 01 at the end. Note: No hyphen or space can be included in the number. Find your VAT number on your registration certificate from the Swedish Tax Agency.

Bankgiro number

Bankgiro/plusgiro number to which payment is made

You must provide your bankgiro or plusgiro number so that the customer knows where to send the money.

Approved for F-tax

If you provide services, state that you have F-tax approval

If you provide services, it is mandatory to indicate on invoices that you are F-tax approved. F-tax approval means that the entrepreneur himself is responsible for paying tax and individual social security contributions on remuneration for work performed.