Customer Invoices
When you are logged in, you can find the Customer Invoices page here.
This document goes through the different features available when working with invoicing.
Create Invoice
Begin by clicking the Skapa faktura button.
Select Customer
Select the customer to send the invoice to. Choose to send the invoice to a customer you already have in the customer register or click Lägg till ny kund if you are invoicing a customer you haven’t invoiced before.
Billing Address
When you have selected the customer, the billing address is filled in automatically. If there are multiple billing addresses registered with the customer, you can choose among them here.
If the correct address is not available, click Redigera kund above to add or update an address.
Contact Person
After you have selected the customer, the contact person is filled in automatically. If there are multiple contact persons registered with the customer, you can choose among them here.
When you send an invoice via email or SMS, the contact person’s contact information is used for delivery.
If the correct contact person is not available, click Edit Customer above to add or update the contact person to be used on the invoice.
Delivery Address
The delivery address is set automatically when you select the customer if there is a primary delivery address registered with the customer. If one or more addresses are registered with the customer, you can choose among them here.
If the correct delivery address is not available, click Redigera kund above to add or update the address.
Billing Terms
Invoice Date
The invoice date is always automatically set to today’s date. If there is a reason to change it, you can do so here.
Payment Terms in Days
Indicates how many days the customer should have to pay the invoice before it becomes due. You can change the payment terms to another predefined value. If you want to change to a value that is not available to choose, instead change the due date below and the payment terms will be recalculated and adjusted to the entered due date.
Due Date
The last day by which the customer is expected to pay the invoice. The due date is automatically calculated from the invoice date and payment terms above but can be changed to another date.
Items
Add one or more items to the invoice by clicking in the description field on an empty item line. Choose to add items you have in your item register or click Add New Item if you are invoicing an item you haven’t invoiced before.
If you need more lines, click Lägg till ny rad.
Item Fields
Beskrivning (Description)
The description of the item. If you need to update the item’s description, click the icon that looks like a pencil next to the description to open the item in edit mode.
Antal (Quantity)
The number of units of the item being invoiced.
Specified as a positive number on sales invoices and as a negative number on credit invoices.
Enhet (Unit)
Enter the unit the item is sold in if you wish. This field does not need to be filled in.
À+pris (Unit Price)
The price per unit excluding VAT.
Total
The total amount is automatically calculated based on quantity and unit price.
Text Rows
You can also add text rows if you need to provide additional information that complements the item descriptions. This can be useful when invoicing projects or similar.
Reorder Rows
You can reorder the rows in any order you wish. Click the row icon on the far left and drag the row to the position you want it.
Remove Row
If you want to remove a row, click the cross icon on the far right.
Meddelande till mottagaren (Message to the Recipient)
You can write a message to the recipient that is printed on the invoice. You can use this field if you have information about the purchase or want to convey specific payment instructions.
Bilagor (Attachments)
You can add attachments that are included with the invoice when it is sent from Dooer. You can, for example, use this feature to attach additional documentation for what you are invoicing.
Add attachments by dragging and dropping files into the attachments area or by clicking the Välj fil button.
Fakturainställningar (Invoice Settings)
Overview and customize the properties of the invoice with the invoice settings.
Typ av faktura (Type of Invoice)
There are two types of invoices: sales invoices that charge customers and credit invoices that credit customers.
Credit Invoices and Reference Invoices
When you create a credit invoice, you specify a reference to the sales invoice to which the credit relates. The reference is printed on the credit invoice and clarifies what the credit is related to.
Omvänd skattskyldighet (Reverse Charge)
Indicates whether reverse charge applies to the invoice. When reverse charge is applied, information about it is printed on the invoice along with the buyer’s VAT registration number.
In order to apply reverse charge, you need to have specified the customer’s VAT registration number in the customer register. If you haven’t already added it, you can click Redigera kund where you selected the customer to add the VAT registration number.
Momsland (Tax Country)
Specify the country whose tax is applied to the invoice. This information is not printed on the invoice but is stored in Dooer to be included in reports.
The option Export Outside the EU means that no VAT is applied.
Valuta (Currency)
Specify the currency used for the amounts on the invoice.
Synliga kolumner (Visible Columns)
You can choose which columns to print for items on the invoice.
When you change visible columns, it affects both the view where you edit the invoice and the invoice document that will later be sent to the customer.
Rabatt (Discount)
Activate discount if you want to have the option to specify discounts for items on the invoice.
Choose between specifying discounts as a percentage discount or a discount with a fixed amount.
When you activate discount, a column for discount becomes visible both in the view where you edit the invoice and on the invoice document sent to the customer.
Manage Invoice Drafts
Send Invoice
Click the Nästa button to proceed and send the invoice.
Save Draft
Click the Spara och stäng button if you want to save the draft and return and continue working on it later.
Delete Draft
Click the Radera utkast button to delete the draft. You cannot undo this action.
Delivery of Invoices
Förhandsvisa & skicka (Preview & Send)
When you have created and finished an invoice draft, you proceed to preview and send the invoice.
Choose how you want to send the invoice and then click the Skicka och registrera button. If you want to go back and make changes to the invoice, click the Redigera faktura button instead.
When you click the Skicka och registrera button, the invoice is marked as sent in Dooer and a copy of the invoice is also saved in the Documents app while it is also shared with the Sales app, which compiles reports on your sales.
Once the invoice is marked as sent, the content of the invoice can no longer be changed.
Skicka via e-post (Send via Email)
When you send the invoice to your customer via email, the customer receives an email with a unique link where the invoice can be opened on the web.
If you have set in your billing settings that the invoice should be attached as a PDF when sent via email, the file is attached to the email along with the link.
The invoice is sent to the email address specified for the customer’s contact person.
Skicka som SMS (Send as SMS)
When you send the invoice to your customer via SMS, the customer receives a message with a unique link where the invoice can be opened on the web.
The SMS message is sent to the mobile number specified for the customer’s contact person.
Skriv ut på egen skrivare (Print on Your Own Printer)
Choose this option if you want to download the invoice as a PDF file that you can print and send yourself.
You can also choose this option if you want to deliver the PDF invoice yourself, for example, through a personal email.
Web Invoice
The web invoice is a web version of an invoice that is available via a unique secure link. The link to the web invoice is shared with the customer when the invoice is sent by Dooer via email or SMS.
Invoice Document
The invoice document is displayed on the web invoice and can be downloaded in PDF format by the recipient.
If a customer has received a reminder on an invoice, both the reminder and the original invoice can be viewed and downloaded.
Attachments
If there are attachments included with the invoice, they are displayed under the invoice document. Attachments can also be downloaded separately or together with the invoice document.
Invoice Details
The section with invoice details shows a summary of the invoice, including its payment status, payment terms, and the amount to be paid.
Payment Options
The payment options section shows payment information and offers functions to register payments. The payment options displayed depend on the payment options specified on the invoice in the billing settings.
Apple Pay
The option to pay with Apple Pay is displayed if you as a seller have activated the Stripe integration in your Dooer account and the recipient’s device and browser support payments with Apple Pay.
Google Pay
The option to pay with Google Pay is displayed if you as a seller have activated the Stripe integration in your Dooer account and the recipient’s device and browser support payments with Google Pay.
Card Payment
The option to pay by card is displayed if you as a seller have activated the Stripe integration in your Dooer account.
Swish
If you have set up to receive payments with Swish in your billing settings, the option to pay the invoice directly with Swish is displayed.
When the web invoice is opened on a computer, a QR code for Swish is displayed, which the recipient can scan with their mobile’s Swish app to pay.
When the web invoice is opened on a mobile device, a pay button is displayed, which, when clicked, opens the Swish app for payment of the invoice.
Bankgiro
If you have set up to receive payments via Bankgiro in your billing settings, the option to pay the invoice with Bankgiro is displayed.
The section shows payment information needed to complete the payment in a bank and a QR code that can be scanned by the recipient’s banking app to have the payment set up for signing automatically.
Plusgiro
If you have set up to receive payments via Plusgiro in your billing settings, the option to pay the invoice with Plusgiro is displayed.
The section shows payment information needed to complete the payment in a bank and a QR code that can be scanned by the recipient’s banking app to have the payment set up for signing automatically.
Fakturahändelser (Invoice Events)
This shows events related to the invoice that may be relevant to the recipient. Among other things, it shows when it was created and sent, when any reminders were sent, and when it was registered as paid.
Manage Invoices and Payments
Kundfakturor (Customer Invoices)
When you have issued an invoice or created a draft of an invoice, they are located under Kundfakturor.
Invoice Groups
Alla fakturor (All Invoices)
Here you can see all your invoices, both drafts and sent as well as paid.
Utkast (Drafts)
Here you can see all the invoices you have saved but not yet sent to your customer. These remain drafts until you delete them or continue working on the invoice. A draft is not used as a basis for sales reports.
Obetalda fakturor (Unpaid Invoices)
Here you can open invoices that have been sent but not yet marked as fully paid.
Filter Customer Invoices
You can filter customer invoices by using the filter options above the list of customer invoices. You can filter by invoice type, such as credit invoices, and invoice status, such as payment status.
You can also filter by invoiced currency and date interval.
Search Among Customer Invoices
You can search among your invoices using free text. You can search for customer information, such as the customer’s name, address, or organization number, or product information, such as article number or description.
Manage Customer Invoices
You can click on all invoices to work with them. The view you will see when you click on an invoice depends primarily on whether the invoice in question is a draft or a sent invoice.
Draft
Clicking on a draft opens the view where you edit the invoice. Here you can continue editing the invoice and send it.
Sent Invoices
Clicking on a sent invoice opens the invoice’s detail view. Here you can see invoice details and payment information registered on the invoice.
Manage an Invoice
Through the menu on the right in list view, you can manage the invoice in different situations. You can copy an invoice, register a payment, create a reminder, or create a credit invoice.
Register Payment on a Customer Invoice
By registering payments continuously, you keep track of your invoices’ status in Dooer, making it easier to follow up and send reminders when necessary.
- Find the invoice you want to check off under Kundfakturor and open it.
- Go to the Betalningar tab. Here you will see any previous payments registered on the invoice and the amount remaining to be paid.
- Click the Registrera betalning button. A new window opens where you register the payment.
- Here you have the choice to register the payment from a suggestion or by selecting a specific transaction. You can also register the payment completely manually.
- Let Inbetalning be selected as the Typ av betalning and make sure the amount matches what you have received on the invoice. When you are finished, click Registera.
- The payment overview is displayed again. If the payment covered the entire invoice amount, the invoice status has been updated to Betald.
Credit an Invoice
You need to credit an issued invoice if you decide the customer should not have to pay part of, or the entire, invoice amount. Only draft invoices can be completely deleted.
- Find the invoice to be credited under Fakturering and Kundfakturor.
- Click the 3 dots (…) at the far right of the invoice you want to credit, and select Skapa kreditfaktura in the dropdown.
- A pre-filled credit invoice is automatically created as a draft. If you want to credit the entire original invoice, you only need to check that the credit invoice looks correct. If you only want to credit part of the invoice, change the invoice rows and make sure only the items to be credited remain. The credit invoice should thus contain the items the customer should not pay from the original invoice. When you are finished, click Nästa.
- After clicking Nästa, you will see a preview of how the credit invoice will look when sent. Check that all the information on the invoice is correct. If you need to, you can go back and change the credit invoice before sending it.
- When you are completely satisfied, choose how you want to send the credit invoice. Once you have selected the delivery method, click Skicka och registrera.
- A confirmation is displayed on the screen. If the invoice you credited was unpaid, the credit invoice is automatically offset against the invoice.
Offset an Invoice Against a Credit Invoice
If one of your customers has an unpaid invoice and a credit balance in the form of a credit invoice, these can be offset against each other, thus reducing or eliminating the amount remaining to be paid on the invoice.
- Open the invoice you want to offset against a credit invoice by clicking on it under Fakturering and Kundfakturor.
- Go to the Betalningar tab. Here you will see any previous payments registered on the invoice and the amount remaining to be paid.
- Click the Kvitta mot kreditfaktura button. A new window opens where you see available credit invoices.
- Select the credit invoice(s) you want to offset the invoice against and click the Registrera button.
- The payment overview is displayed again. If the offset covered the entire invoice amount, the invoice status has been updated to Betald. The same applies to the credit invoice, which also gets its status updated automatically.
Reminders
Send Reminder
If you have not received payment from the buyer before the due date, you can send a payment reminder for the invoice.
You cannot send the payment reminder before the due date has passed.
- Find the invoice for which you will send the reminder under Kundfakturor.
- Open the invoice menu for the invoice for which you will send a reminder and select Skapa påminnelse.
- A new window opens where your default billing settings are filled in. Check that the values match what you want to do and click the Skicka button.
Remove an Unpaid Reminder Fee
Offset an unpaid reminder fee by manually registering a payment on the invoice of the type Write-off that corresponds to the amount of the reminder fee.
Billing Settings
The billing settings in Dooer Billing control how your invoices look and what terms apply between you as a seller and your customer when you send an invoice.
Company Details
Under Faktureringsinställningar and the Företagsuppgifter tab, fill in your company’s details. The details you provide here are used when you create invoices, and most of them are printed on invoices and quotes. Below are explanations for the different fields.
Company Details
Logo
You can upload an image with your logo. If you do, the logo will be printed on your invoices and quotes.
Company Name
The name of you as a seller. Usually, your full company name.
Organization Number
Organization number for you as a seller.
VAT Registration Number
Registration number for value-added tax for you as a seller.
Approved for F-tax
Indicate if you as a seller are registered for F-tax.
Address
Address, city, postal code, and country for you as a seller.
Contact Information
Email address to print on your invoices.
Website
Website address to print on your invoices.
Phone
Phone number to print on your invoices.
Sales Settings
The Company Applies Reverse Charge in the Construction Sector
Indicate if you apply reverse charge in the construction sector when selling. When this option is active, you can apply reverse charge in the construction sector when creating invoices.
Sales with Tax Reduction
Indicate if you offer tax reduction through ROT, RUT, or Green technology deductions. When you activate this function, you can issue invoices with tax deductions and manage cases to get payments from the Swedish Tax Agency in Dooer.
Payment Information
Under Faktureringsinställningar and the Betalningsinformation tab, specify the payment methods you provide for your customers when they pay your invoices. You only need to fill in information about the payment methods you provide. The information you provide here is printed on the invoices you create.
Payment Information
Bankgiro
Enter your bankgiro account if you receive payments via Bankgirot.
Plusgiro Account
Enter your plusgiro account if you receive payments via Plusgirot.
Swish
Enter your Swish number if you receive payments via Swish.
Clearing and Bank Account Number
Enter the clearing and bank account number if you receive payments for invoices directly to your bank account.
IBAN and BIC
Enter the IBAN number and BIC if you receive international payments to your account.
Billing Terms
Under Faktureringsinställningar and the Faktureringsvillkor tab, specify the terms that apply when you invoice your customers. The choices set here form the basis for default options when creating invoices but can, in most cases, be changed per invoice if necessary.
Billing Terms
Default Currency
Specify the currency that should be the default when creating new invoices.
Default Language for Invoices
Specify the language your invoices should be created in as standard.
Default Delivery Method for Invoices
Specify the delivery method that should be the default when creating new invoices.
Attach the Invoice as PDF When Sent via Email
Indicate whether you want the invoice to be attached to the email as a PDF file when invoices are sent. If the invoice is not attached, the customer can still download the invoice via a link in the email.
Default Payment Terms
Specify the number of days that should be the default payment terms, i.e., the number of days between the invoice date and the due date, when you create new invoices.
Late Payment Interest
Indicate whether you want information about late payment interest to be printed on the invoice. The choice does not affect whether late payment interest is charged, only what is printed on the invoice.
Apply Rounding Adjustment
Indicate whether you want the invoice amount to be rounded to an even amount.
Advanced Settings
Next Invoice Number
If you have an existing series of invoice numbers when switching to Dooer Billing and want to continue creating invoices in the same number series, you can set a starting number for the next invoice here.
Create Invoice Number as OCR Reference Number
Indicate if you want to create invoice numbers that enable OCR reference control when paying in online banks. If you activate this option, invoice numbers will be created with both a check digit and a length digit. For the control to be active when your customers pay, you must also activate the control at your bank.
Reminder Settings
Add Reminder Fee
Add a reminder fee if you want a reminder fee to be automatically added when a reminder is created.
Delay
Specify the number of days after the invoice’s due date when reminders should be created.
Default Payment Terms
Specify the number of days from the creation of the reminder until the reminder is due for payment. This is usually not printed on the invoice or reminder but is used when the invoice is processed in Dooer.
Default Delivery Method for Reminders
Specify the delivery method that should be the default when creating new reminders. It is also used when reminders are created automatically.
Create Reminders Automatically
Indicate whether reminders should be created and sent automatically if invoices are not registered as paid. When this option is active, it is important that you register payments received continuously so that incorrect reminders are not sent to your customers.
Automatic Write-off of Reminder Fee
Indicate whether you want the reminder fee to be automatically written off if the customer pays the original invoicing amount.
Accounts & Payments
Automatically Register Payments When I Sync My Bank Accounts
With this option active, invoices will be automatically marked as paid if payments are found in accounts you sync with Dooer where the payment reference and amount match unpaid invoices.
FAQ
How can I see if the delivery of an invoice has failed?
Open the sent invoice and go to the Aktivitet tab. Here you will see a log of when the invoice was sent, and if delivery failed, this will also be shown here.
If an invoice has been delivered successfully but has not reached the recipient, the recipient needs to check any spam filter and/or contact their email provider for further troubleshooting.
Can I send an invoice to more than one recipient at the same time?
No, but you can send an invoice multiple times and thereby to different recipients.
Can I send an invoice multiple times?
Yes, open the invoice menu on the invoice you want to resend and select whether you want to resend it via email or SMS.
Can I change an invoice that I have sent?
You cannot change or delete an invoice that you have sent, but you can create a credit invoice that offsets parts of or the entire incorrect invoice.
How do I charge an invoice fee?
You can do this by creating an item for the invoice fee and then adding it to the invoice you are creating.
How do I charge late payment interest if my customer is late with payment?
To charge late payment interest, you need to manually create an invoice for it. Late payment interest is not automatically charged for late payment, even in cases where information about late payment interest was included on the invoice when it was created.
Why are invoices created with non-sequential invoice numbers?
When the feature Create invoice number as OCR reference number is activated, the two last digits in the invoice number are control digits. The sequential number can be obtained by removing the last two digits when reading the invoice number.
Can I create invoices in English?
Yes, you can send invoices in Swedish and English with Dooer Billing. You can also set different customers to automatically receive invoices in different languages.
Learn how to invoice an individual customer in a language other than your usual one by reading the article Customer Register.
Can I set up multiple invoice senders for the same company?
No, you have one set of settings for the invoice sender under Faktureringsinställningar. However, you can change the settings here as often as you like.
My customers say that the QR code for paying the invoice does not work. What can I do about it?
Check that the settings under Betalningar in the billing settings are correct. QR codes are created with the payment account details you have entered here.
Can I change the invoice template (appearance of invoices)?
Currently, it is not possible to change the template or significantly adjust the appearance of the PDF invoices created in Dooer Billing.
How to write off the remaining debt on an invoice?
Sometimes you may need to write off an unpaid debt on an invoice, for example, if a customer has paid a few cents too little (e.g., missed rounding) and it is not worth sending a credit invoice for it.
To write off an unpaid debt on an invoice, proceed as follows:
- Go to the Kundfakturor page.
- Open the relevant invoice by clicking on it.
- In the modal that appears, select the “Betalningar” tab.
- Click the green “Registrera betalning” button.
- In the modal that appears, select the “Manuell” tab on the right.
- In the “Typ av betalning” field, select “Avskrivning”.
- Enter the correct amount and click the “Registrera” button.
I accidentally marked an invoice as overpaid, how do I fix that?
If you manually marked an invoice as overpaid, you can fix that by registering a refund on the invoice. This will still log the overpayment and the refund in the activities log of the invoice (which is not possible to delete), but it will mark the invoice as correctly paid.
To register a refund on an invoice, proceed as follows:
- Go to the Kundfakturor page.
- Open the relevant invoice by clicking on it.
- In the modal that appears, select the “Betalningar” tab.
- Click the green “Registrera betalning” button.
- In the modal that appears, select the “Manuell” tab on the right.
- In the “Typ av betalning” field, select “Återbetalning.”
- Enter the correct amount and click the “Registrera” button.
How can I delete an issued invoice?
It’s not possible to delete an issued (sent) invoice, instead you must issue a credit invoice of the same (or remaining) amount. You can do that like this:
- Go to the Kundfakturor page.
- Click the 3 dots (…) to the very right of the relevant invoice.
- In the menu, select “Skapa kreditfaktura”.
By default the invoice editor that now shows up is configured to completely reverse the source invoice, i.e. add an equal but negative total so that they cancel each other out. If this is what you want, follow the instructions to issue the credit invoice.
The credit invoice will now make the original invoice marked as paid (through the credit invoice).
How can I change the default payment terms?
The default payment terms of new invoices are defined in the billing settings (“Faktureringsinställningar”). To change this setting, do like this:
- In the sidebar, select “Fakturering” and “Faktureringsintällningar” (direct link).
- Go to the tab “Faktureringsvillkor”.
- In the field called “Förvalt betalningsvillkor (antal dagar till förfallodatum)”, enter the number of days you want to set as the default payment terms.
- Click the “Spara” button.
Now when you create a new invoice by selecting “Fakturering” and “Skapa faktura” in the sidebar, the default payment terms will be set to the value you entered in the dropdown called “Betalningsvillkor i dagar”.
Please note that currently if you pick another value in this dropdown (e.g. 10, 20 or 30 days), it’s no longer possible to pick the default value, so don’t change this if not necessary. If you by accident change this value, you will need to create a new invoice to reset the payment terms.
How to manage invoice accidentally marked as fully paid?
An invoice can be marked as fully paid in two ways:
- Manually by you as a user.
- Automatically by the system when syncing bank transactions.
When this has happened, it’s currently not possible to undo this action.
If an invoice has been marked as fully paid by mistake, the best course of action is to issue a credit invoice of the same amount. If the original invoice is still relevant, you can then issue a new invoice (that replaces the old one) and inform the recipient that the old invoice has been replaced. If the original invoice was partially paid, you can manually add this payment to the new invoice.
Credit the issued invoice:
- Read this article for how to credit the invoice.
Issue new, identical invoice:
To issue a new, identical invoice, follow these steps:
- Go to the Kundfakturor page.
- Find the invoice that was incorrectly marked as fully paid.
- Click the 3 dots (…) to the very right of the relevant invoice.
- In the menu, select “Kopiera till ny faktura”.
- Follow the instructions to issue the new invoice.
Manually add payment to new invoice:
If the invoice should be marked as partially paid, then do like so:
- Read this article for how to register a payment on a customer invoice.
Important:
Make sure to double-check the bookkeeping related to the original invoice as some bookkeeping might be done automatically by the system (which is not the case when you manually add payments to an invoice) and reverse any possible incorrect voucher.
You can see all vouchers related to a specific invoice like so:
- Go to “Bokföring” and “Verifikationslista” (direct link).
- In the search bar in the top right corner, search for your invoice number.
Make any reversal if necessary.
Do you support recurring billing?
Dooer Billing does currently not support recurring billing, i.e. the possibility to automatically issue an invoice on a periodic basis (e.g. a monthly bill to renew a monthly subscription or similar arrangement).