As a business owner, your invoices are probably one of the most important documents you need to keep track of as the invoices you send to your clients are crucial to the revenue you bring into the company. In this article, we'll look at the details that need to be included in an invoice and important things to consider.
It is important that the invoices you send contain the correct information for them to be considered valid by the Tax Agency. Your invoices also play a role in your accounts as they are included as supporting documents. They must therefore contain the same information as the business transaction that is included in your accounts.
On your invoice, you must always include the company name or company name in which your business is registered and you must always include your company's VAT registration number. If your company has an F-tax certificate, you must also indicate this on the invoice. Other information such as telephone number and bank and giro account numbers must also be included on the invoice. If your company is a limited company and your board of directors has its registered office somewhere other than the postal address given, you must indicate where this registered office is located. If you run a limited company, you must also include your organisation number on your invoices.
On each invoice you must specify the full name of the client company. You must also include the postal address of the customer company. Then you can also include a personal name if applicable.
You must always indicate the date on which the invoice was printed and whether there are any order or delivery dates.
When you write invoices, you need to create a system to number them in a continuous form.Each invoice should have a unique number. It is important to keep track of your invoices so that you can keep your accounts in order. Things can quickly get messy if this is not in place from the start.
The invoice must clearly state the type of service or good that the customer has purchased at that specific time. If the invoice is for a good, specify the name of the good, the number of goods, the unit price and the date of sale. If the invoice is for a service, include information on the number of hours for the service, the price per hour and the date the service was performed. If you have incurred expenses for your customer during your service, these should also be included and specified in the invoice. For example, out-of-pocket expenses for clients may apply if you charge for any kind of consultancy service.
In addition to the detailed information we mentioned in the paragraph above, the invoice should clearly state the total amount that the customer has to pay to you. It is important to include a due date, which usually varies from 10 to 30 days. Sometimes a shorter due date is also possible. You should also include information on the prevailing interest rate for late payment so that you can charge your clients interest in the event of late payment.
Your invoices must also state the total amount of VAT that applies. This must be expressed both as a percentage and in crowns. It is allowed to round off the VAT amount to whole crowns to make it easier for payment.
There are invoice templates to use or digital invoice modules, we can help you find the right one!