Invoicing software built for small businesses
Create professional invoices in minutes, handle VAT automatically, and always know what's been paid, in one simple tool built for Sweden and the EU.
What is invoicing software?
Invoicing software is a tool for creating, sending, and tracking invoices digitally, instead of doing it manually in Word, Excel, or by hand. A good invoicing tool does more than just look tidy on the page: it calculates VAT correctly per line, keeps a sequential and guaranteed-unique invoice number, remembers your customers and products so you never re-type the same details, and gives you a clear overview of what's paid, unpaid, and overdue.
For most small business owners, it comes down to spending less time on invoicing admin and more time on the actual work.
Why use invoicing software?
Many new business owners start out with an invoice template in Word or Excel. It works for a while, but quickly becomes hard to track: which invoices have been sent, which are paid, and what number comes next? Invoicing software solves this automatically. Invoice numbers stay unique and sequential, VAT is calculated with correct rounding, and an overview shows exactly what's unpaid and overdue at a glance.
It also saves time: customers and products you've used before are saved and ready to reuse, so you never have to re-type the same address or line item for a repeat customer.
Create invoices online
Creating an invoice online only takes a couple of minutes: you pick or add a customer, enter line items with a description, quantity, price, and VAT rate, and the total, VAT, and grand total are calculated automatically. The invoice can then be emailed to the customer directly as a PDF, or downloaded to send another way.
When an invoice needs many lines, for example on a larger project, it is handled without breaking the layout, column headers repeat automatically if the invoice spans multiple pages.
Manage customers
Invoicing software also works as a simple customer registry. You save both private and business customers, with the right details for each type, company registration number for businesses, address and contact details for individuals, and never have to look up or retype the same information the next time you invoice the same customer.
Create estimates
Before work begins, most customers want an estimate, a bid on what the job will cost. An estimate is not the same as an invoice, it is a proposal the customer can accept, decline, or request changes to. Once the customer accepts, the same line items can quickly become an invoice instead of being rewritten from scratch.
Recurring invoices
If you invoice the same customer regularly, for example a monthly service fee or an ongoing consulting engagement, a recurring invoice can be set up once. A new invoice is then generated and sent automatically on the schedule you choose, weekly, monthly, quarterly, or yearly, without you needing to remember it yourself.
Payment tracking
Knowing what has actually been paid matters just as much as sending the invoice. Invoicing software lets you record partial and full payments and instantly shows what remains outstanding, so you don't have to track it manually in a separate document or rely on memory.
Payment reminders
Sooner or later a customer forgets to pay on time. With a clear overview of overdue invoices, it's easy to send a reminder before it becomes a bigger problem. What a reminder may include, and when a reminder fee or late payment interest can be charged, is governed by Swedish law and any agreed terms.
Invoice templates
How an invoice looks affects how professional the business appears. A good invoice template shows your logo, your bank details, and a clean, readable layout that works equally well on screen and printed. Invoicing software gives you ready-made templates to choose from, instead of designing one yourself from scratch in Word.
VAT and invoicing rules
Swedish VAT has three rates, 25, 12, and 6 percent, depending on what's being sold, and a single invoice can need several different rates across different lines. Beyond VAT, Swedish bookkeeping law requires a number of mandatory details on an invoice, including the seller's and buyer's details, the invoice date, a sequential invoice number, and a clear description of what was sold.
Invoice numbers
Under Swedish bookkeeping law, invoices must carry a unique number in an unbroken sequence, and a number can never be reused. Invoicing software tracks the next available number automatically, removing the risk of duplicates or a manual counting mistake.
Invoicing software for sole traders
As a sole trader, the requirements for an invoice are fundamentally the same as for other business types, but the details differ slightly, for example your personal identity number is often used as the basis for the registration number. Invoicing software that adapts to your business type saves you from having to remember exactly which fields apply each time.
Invoicing software for limited companies
Limited companies are always subject to full double-entry bookkeeping obligations regardless of size, which makes it especially important that invoices are correctly specified from the start. Registration number, F-tax status, and VAT number are entered once in the company profile and then appear automatically on every invoice.
Invoicing software for small businesses
The more customers and invoices a business handles, the more time invoicing software saves compared to manual handling. It's not just about creating the invoice faster, it's about not having to track payment status, numbering series, and customer details across several different documents at once.
Invoicing software for consultants
Consultants often bill ongoing work, sometimes with project codes or reference numbers that need to appear on the invoice. Custom fields make it possible to add exactly that kind of information without rewriting the invoice template for every engagement.
Invoicing software for tradespeople
A tradesperson's invoice usually needs to clearly separate materials from labor time, both so the customer can see what's what, and so the labor cost can be specified separately when relevant for ROT or RUT work. Separate lines for materials and labor solve this without extra hassle.
What to consider when choosing invoicing software
Look at how often you actually invoice, whether pricing is per invoice or a fixed subscription, whether VAT handling and Swedish payment methods like Bankgiro, Plusgiro, and Swish are supported, and whether you can easily export your data if you want to switch providers later. Also ask whether support responds in Swedish, and whether the tool is built for Swedish rules or just translated from another country.
Real-time invoice status
See at a glance which invoices are draft, sent, paid, partially paid, or overdue, without opening each one.
Full quote status tracking
Follow every quote from draft to sent, viewed, accepted, declined, or changes requested.
Schedule invoices for later
Pick a date and time and the invoice is automatically issued and emailed for you, no manual sending needed.
Frequently asked questions
What is invoicing software?
Invoicing software lets you create, send, and track invoices digitally instead of doing it manually in Word or Excel. A good invoicing tool calculates VAT automatically, keeps track of which invoices are paid, and remembers your customers and products so you never re-type the same details twice.
How do I create an invoice?
You pick or add a customer, enter line items with a description, quantity, price, and VAT rate, and the total is calculated automatically. The invoice can then be sent directly by email as a PDF.
What must an invoice include?
Among other things, the seller's and buyer's details, a unique sequential invoice number, the invoice date, a clear description of what was sold, price, VAT rate, and total amount. Read more in our invoicing rules guide.
Is FakturaKlar suitable for sole traders?
Yes. FakturaKlar works equally well for sole traders (enskild firma) as it does for limited companies. You set your business type in your company profile, and the invoice content and VAT handling adjust accordingly.
How do recurring invoices work?
You set up a template once for a customer you invoice regularly, and a new invoice is generated and sent automatically on the schedule you choose, for example every month.
Do I need to connect my accounting software?
No, it is not required. You can export your invoices as CSV to hand to your accountant or import into your bookkeeping tool, or download a full backup of your data whenever you like.
Is it free to get started?
Yes. You get a number of free invoices when you create an account, no card required and no commitment. After that you can buy additional invoice credits or subscribe to a plan with unlimited invoicing.