Guides

#The essentials first

A good first invoice answers three questions without the client having to think twice: what was delivered, what does it cost, and how and when should it be paid. If you include all the mandatory details, choose a reasonable payment term, and confirm the specifics with the client beforehand, you've done most of it right.

Invoicing through light entrepreneurship makes it even simpler: you fill in the details, and the light entrepreneurship company makes sure the invoice is formally correct, with the right VAT and all mandatory information, before it's sent in the company's name. But you still set the price and the terms, so it's worth knowing the basics.

#Checklist: what a correct invoice must include

1. Invoice number and invoice date. Every invoice needs a unique sequential number and the date it was issued.

2. The seller's details. Name, address, organisation number and VAT registration number. With light entrepreneurship, the seller is the light entrepreneurship company, and you're listed as the person who performed the work.

3. The client's details. Company name or personal name, address, and ideally a contact reference. Always ask the client whether they want a reference or a purchase order number on the invoice: at larger companies, invoices without a reference often get stuck in processing.

4. Description of the goods or service. Be specific about what was delivered and when, such as the type of work, the period, or the number of hours. A clear description reduces the risk of questions and disputes.

5. Amount and VAT. Price excluding VAT, the applicable VAT rate, the VAT amount in kronor, and the total amount due. For most services, the VAT rate is 25 percent.

6. Payment terms and due date. State both the term, for example 14 days, and the specific due date, so no one has to calculate it themselves.

7. Payment details. The account payment should be made to, the accepted payment method, and the reference the client should include with the payment.

The Swedish Tax Agency (Skatteverket) has a full breakdown of what information an invoice must contain under VAT rules; see skatteverket.se.

#Payment terms: 7, 14 or 30 days?

The payment term states how many days the client has to pay from the invoice date. Between businesses, 14 or 30 days is most common. Larger companies often default to 30 days in their purchasing procedures, while smaller companies and private individuals can often pay faster.

As a guideline: 7 days can suit small, quickly delivered jobs for clients you trust. 14 days is a good standard for most freelance work, fast enough for your cash flow and generous enough for the client's routines. 30 days is worth choosing when the client is a larger company that requires it, or when it's standard practice in the industry.

The most important thing is that the term is agreed in advance. Bring up the payment term when you agree on the assignment, not just when the invoice arrives. That way, the due date never becomes a negotiation afterwards.

#Before you send it: check with the client

Most late payments aren't due to unwillingness but to practical mistakes: the invoice went to the wrong address, the reference was missing, or the amount didn't match what the client expected. You can prevent all of this with a quick check-in before the invoice goes out.

Confirm the billing address, ideally the email address for invoices or e-invoice details if the client uses that. Ask for a reference or order number. Confirm the final amount and make sure the client knows VAT will be added to the price. And send the invoice as soon as the work is done: every day you wait to invoice is a day payment gets delayed.

#If the client doesn't pay: reminders step by step

Start softly. A few days after the due date, a friendly email is often enough: the invoice may have gotten stuck in a workflow or simply been forgotten. The vast majority of clients pay right after a first reminder, and a friendly tone protects the relationship.

If payment still doesn't arrive, send a formal payment reminder with the invoice details and a new, short payment deadline. If payment continues to be withheld, the seller can charge late-payment interest and proceed to a debt collection notice, and ultimately apply for a payment order through the Swedish Enforcement Authority (Kronofogden). The rules for interest and fees on late payments are set by the authorities, and you should never invent your own fees.

If you invoice through light entrepreneurship, you don't have to manage this escalation yourself: the light entrepreneurship company tracks the due date, sends reminders, and handles the further steps. You can focus on your next assignment instead of unpaid invoices.

#Your first invoice with Truster

With Truster, you create the invoice details in a few minutes: correct information, correct VAT and clear payment terms, without needing your own company. Once the client pays, you receive your pay with tax and fees already handled. The platform is built by a payment institution authorised by the Finnish Financial Supervisory Authority (FIN-FSA). Truster is launching in Sweden by invitation: join the waitlist so you're ready when your first client says yes.