Invoicing online simply means creating and sending the invoice digitally instead of printing and mailing it. The process is fundamentally the same regardless of tool, here are the steps that are always involved.

1. Add the customer's details

Start with name or company name, address, and, if the customer is a business, its registration number and VAT number if applicable. If you have invoiced the customer before, you can simply look them up instead of retyping the details each time.

2. Set the invoice number and date

The invoice needs a unique, sequential invoice number, an invoice date, and a due date that states when payment is expected at the latest. Most businesses use 30-day payment terms as a default for other businesses, but shorter or longer terms can be set by agreement.

3. Add the line items

For each good or service, enter a clear description, quantity, unit price, and VAT rate. If you sold several different things with different VAT rates, for example both goods and services, put each on its own line so VAT is calculated correctly per line.

4. Check the total and the VAT

Before sending, double-check that the subtotal, VAT, and total add up correctly. A common mistake in manual invoicing is miscalculating VAT when several lines carry different rates, something invoicing software calculates automatically.

5. Add payment information

The customer needs to know how to pay, for example bank account, Bankgiro, Plusgiro, or Swish, along with what reference to use when paying so you can match the incoming payment to the right invoice.

6. Send the invoice

Most invoices today are sent as a PDF by email. It is fast, the customer can pay right away, and you avoid postage costs and delays compared to paper mail.

The advantage of doing this in invoicing software

If you do this manually in a document, you have to track the next available invoice number yourself, calculate VAT by hand, and remember which invoices are paid. Invoicing software like FakturaKlar handles the numbering series automatically, calculates VAT per line, and clearly shows which invoices are waiting for payment, so you can focus on the work instead of the admin.

FAQ

Does the invoice have to be sent as a PDF?

No, there is no legal requirement for PDF format, but it is the de facto standard since it looks professional and cannot be accidentally edited.

Can I create an invoice without a registered business?

Invoicing normally assumes you are running some form of business activity, such as a sole proprietorship or a limited company. Check with the Swedish Tax Agency or the Companies Registration Office for what applies to your situation.

Want to try the whole flow yourself? With FakturaKlar you can create and send your first invoice in a few minutes, free to start.

How to create an invoice online, step by step