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Dooer Knowledgebase

Customer Invoices

This is documentation about the page Kundfakturor that you can reach by logging in and clicking on Fakturering in the left sidebar. It allows you to view and manage all invoices you have issued as well as create new invoices.

Filter customer invoices

Direct link: Kundfakturor

You can filter customer invoices in multiple ways:

  • By status
    Open the dropdown Alla fakturor (default value) in the upper left corner. You can also pick a subset of these statuses directly from the left sidebar under Fakturering > Kundfakturor.
  • By currency
    Open the dropdown Alla valutor (default value) in the upper left corner.
  • By date
    Open the dropdown Alla datum (default value) in the upper left corner.

Search customer invoices

Direct link: Kundfakturor

You can search customer invoices through the Sök fakturor field in the upper right corner.

Create invoice

Direct link: Kundfakturor

You can create a new invoice by clicking the green button Skapa ny faktura in the upper right corner. That opens the invoice editor that is described in detail below:

Invoice editor

Dooer's invoice editor is a full-screen editor that allows you to edit and configure customer invoices. It further allows you to add customers and invoice items, configure the invoice to best match your use-case and to finally issue and send the invoice to your customer.

The invoice editor is split into the following parts:

  • #1 Skapa faktura
  • #2 Förhandsvisa & Skicka

#1 Skapa faktura

This part of the invoice editor has the following sections:

Sök och välj kund (Search and pick customer)

Click the dropdown or input field to search for an existing customer. If the customer you're billing is not yet in your customer register, click Lägg till ny kund to open the customer editor. Follow the on-screen instructions.

When you have picked a customer, the following details will be presented:

  • Faktureringsadress (Billing address)
    Required details, a warning will be presented if missing.

  • Kontaktperson (Contact)
    Required details, a warning will be presented if missing.

  • Leveransadress (Delivery address)
    Optional details, can be removed if not needed.

Faktureringsvillkor (Billing terms)

Here you can update the following billing terms:

  • Fakturadatum (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.

  • Betalningsvillkor i dagar (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.

  • Förfallodatum (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.

Fakturainställningar (Invoice settings)

Here you can update the following invoice settings:

  • Typ av faktura (Type of invoice)
    Pick between the options försäljningsfaktura (default) and kreditfaktura. If you pick kreditfaktura (credit invoice), you must also specify a reference to the sales invoice to which the credit relates from the dropdown that appears to the left.

  • Omvänd skattskydlighet (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.

  • 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 utanför EU means that no VAT is applied.

  • Valuta (Currency)
    Specify the currency of 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.

Lägg till artikel (Add item)

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.

The following columns are always available:

  • 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.

  • À-pris (Unit Price)
    The price per unit.

  • Total
    The total amount is automatically calculated based on quantity and unit price.

The following columns are visible only if you have selected them in the Synliga kolumner (Visible columns) setting (see above):

  • Artikelnummer (Article number)
    The article number of the item.

  • Period start (Period start)
    The start date of the period the item belongs to.

  • Period slut (Period end)
    The end date of the period the item belongs to.

  • 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.

Functionality for invoice lines

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.

Add text row

In addition to line-item 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. To add a text row, click the link Lägg till ny rad and pick Textrad in the dropdown.

Meddelande till mottagaren (Message to recipient)

In the bottom right area, you have a text area where you can add a text message to the recipient of the invoice. It will be included on the invoice that will later be sent. It supports plain-text messages only so no formatting is available.

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.

Any attachments you add will be possible to open through the web version of the invoice (a link to the web invoice will be included in email and SMS messages to the customer). Attachments are currenlty not attached to email invoices directly.

Next steps

Now it's time to close, save, or issue your invoice.

Send invoice

To send the invoice, click Nästa to proceed to step #2.

Save draft

To save the draft and return to the invoice editor, click Spara och stäng.

Delete draft

To delete the draft, click Radera utkast. You cannot undo this action.

#2 Förhandsvisa & Skicka

This part of the editor has the following section:

Förhandsvisa (Preview)

Here you get a large-scale preview of your created invoice.

Fakturainställningar (Invoice settings)

The invoice settings are the only remaining section where you can configure how your invoice will be delivered:

  • 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.

Next steps

Now it's time to issue your invoice.

Send invoice

Click Skicka och registrera to send the invoice.

Continue editing

If you want to go back and make changes to the invoice, click Redigera faktura to go back to step #1.

Web invoice

The web invoice is not part of the page Kundfakturor but it's documented here as it's tightly associated with sending invoices.

Invoices that are sent via email or SMS contain a link to the web invoice. It's a unique link to a web version of the invoice that the recipient can open in their browser. Beyond containing a HTML and PDF version of the sent invoice, it also contains any attachments you might have added, as well as the option to pay via credit card (via Stripe) or Swish (if enabled).

The following is a short overview of what's available in a web invoice:

Invoice

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.

Register payment on a customer invoice

If you have enabled Registrera betalningar automatiskt när jag synkar mina bankkonton in your billing settings, then invoices will be automatically booked and marked as paid when you sync your bank accounts (which we strongly recommend).

You can, however, also mark invoices as paid manually by following the instructions below (note however that this means you manually need to book them):

  1. Go to the page Kundfakturor.
  2. Find the invoice you want to mark as paid and open it.
  3. Go to the Betalningar tab. Here you will see any previous payments registered on the invoice and the amount remaining to be paid.
  4. Click the Registrera betalning button. A new window opens where you register the payment.
  5. 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.
  6. 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.
  7. 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. To credit an invoice, follow these steps:

  1. Go to the page Kundfakturor.
  2. Find the invoice to be credited and click on it.
  3. Click the 3 dots (...) at the far right of the invoice you want to credit, and select Skapa kreditfaktura in the dropdown.
  4. 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.
  5. 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.
  6. 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.
  7. 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.

To offset an invoice against a credit invoice, follow these steps:

  1. Go to the page Kundfakturor.
  2. Find the invoice you want to offset against a credit invoice and click on it.
  3. Go to the Betalningar tab. Here you will see any previous payments registered on the invoice and the amount remaining to be paid.
  4. Click the Kvitta mot kreditfaktura button. A new window opens where you see available credit invoices.
  5. Select the credit invoice(s) you want to offset the invoice against and click the Registrera button.
  6. 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.

Send invoice 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.

To send an invoice reminder, follow these steps:

  1. Go to the page Kundfakturor.
  2. Find the invoice for which you will send the reminder and click on it.
  3. Open the invoice menu for the invoice for which you will send a reminder and select Skapa påminnelse.
  4. 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.

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 enable this globally or on a per-customer basis:

Setting English as default language for future invoices

To set English as the default language for future invoices, do like this:

  1. Open the page Faktureringsinställningar and the tab Faktureringsvillkor.
  2. In the dropdown Förvalt språk på fakturor, select Engelska.
  3. Click the Spara button.

Setting English as invoice language for a specific user

To set English as the default language for a specific user, do like this:

  1. Open the page Fakturering > Kunder.
  2. Click on the invoice you want to set the language for.
  3. In the modal that appears, select the tab "Inställningar".
  4. Click the blue link Redigera.
  5. Under the headline Språk på fakturor, pick Anpassad and in the dropdown select Engelska.
  6. Click Spara and then Stäng.

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 pick an invoice template to change its appearance?

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:

  1. Go to the page Kundfakturor.
  2. Open the relevant invoice by clicking on it.
  3. In the modal that appears, select the Betalningar tab.
  4. Click the green Registrera betalning button.
  5. In the modal that appears, select the Manuell tab on the right.
  6. In the Typ av betalning field, select Avskrivning.
  7. 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:

  1. Go to the page Kundfakturor.
  2. Open the relevant invoice by clicking on it.
  3. In the modal that appears, select the Betalningar tab.
  4. Click the green Registrera betalning button.
  5. In the modal that appears, select the Manuell tab on the right.
  6. In the Typ av betalning field, select Återbetalning.
  7. 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:

  1. Go to the page Kundfakturor.
  2. Click the 3 dots (…) to the very right of the relevant invoice.
  3. 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:

  1. Go to the page Faktureringsinställningar > Faktureringsvillkor.
  2. In the field called Förvalt betalningsvillkor (antal dagar till förfallodatum), enter the number of days you want to set as the default payment terms.
  3. 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:

  1. Read this article for how to credit the invoice.

Issue new, identical invoice:

To issue a new, identical invoice, follow these steps:

  1. Go to the page Kundfakturor.
  2. Find the invoice that was incorrectly marked as fully paid.
  3. Click the 3 dots (…) to the very right of the relevant invoice.
  4. In the menu, select Kopiera till ny faktura.
  5. 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:

  1. 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:

  1. Go to Bokföring and Verifikationslista (direct link).
  2. 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).

What types of invoices does Dooer Billing support?

Skatteverket has two definitions of invoices:

  • Simplified invoice (förenklad faktura)
  • Complete invoice (fullständig faktura)

Dooer Billing supports complete invoices, meaning you are (among other things) required to provide full details about the buyer, including name and address. You can read more about Skatteverket's information about invoice contents here.

Do you have support for debt collection (inkasso)?

No, we do currently not have any specific functionality related to debt collection, nor any integration with 3rd party vendors that offer such services.

Do you have support for time-reporting?

No, we do currently not have any built-in functionality for reporting time worked on specific projects or for specific clients for the purpose of billing a customer. Time-reporting must be done in a separate tool, but can of course be manually added to Dooer when it's time to issue a corresponding invoice.

Is it possible to export invoices in bulk?

It's currently not possible to export invoices from Dooer Billing in bulk, but you can download each invoice in PDF format like so (please note that the guide below does not apply to draft invoices that have not been issued yet):

  1. Go to the page Fakturor.
  2. Open an invoice by clicking it.
  3. In the modal dialog, click Ladda ned in the upper left corner.

How do I add a discount on an invoice?

While it is possible to add items with a negative amount, currently, it is not possible to add negative entries on invoices. If you want to add a discount on an invoice, you need to do the following:

When you create or edit your invoice, activate Rabatt (Discount) which you can find on the far right under the heading Fakturainställningar (Invoice settings). You can then choose Procent (Percent) or Fast belopp (Fixed amount).

When you do this, a new column called Rabatt (Discount) will appear in the invoice lines where you can specify how much discount you want to give.

How do I resend an invoice?

Click on Fakturering (Billing) in the left side menu in Dooer. Then find the invoice in the list that you want to resend and click on the three dots (⋯) to the far right on the same row. In the menu that appears, choose the option that fits best:

  1. Skicka via e-post (Send via email)
  2. Skicka via SMS (Send via SMS)

... and follow the instructions there.

If you previously sent the invoice via email and the recipient cannot find it, you can ask the recipient to check their spam folder to see if the invoice ended up there.

How to add a message in an invoice reminder?

Currently, it's not possible to manually add a message to an invoice reminder.

However, it is possible to set all newly created invoices to have a standard message. Do this by going to Fakturering (Billing) > Faktureringsinställningar and then choose the Faktureringsvillkor tab.

There you'll find this setting under the heading Förvald fakturameddelande.

How do I invoice an item in a currency other than SEK?

To invoice one or more items in a currency different from your default currency, first ensure that the items you want to invoice have a price set in the desired currency. You can do that like this:

  1. Go to the page Fakturering > Register > Artiklar.
  2. Click on the desired item.
  3. Under the Prislista (Price list) heading, click on the link Lägg till pris i annan valuta (Add price in another currency).
  4. Specify the price and currency.

Afterwards, you can create an invoice in the desired currency:

  1. Go to the page Fakturering > Skapa faktura.
  2. In the invoice editor that appears, you can change to the desired currency on the far right under Faktureringsinställningar (Invoice settings).

Why error message "Kundens momsregistreringsnummer saknas"?

When creating an invoice, you might get this message, but it's only applicable if you use reverse charge (omvänd skattskyldighet) where the responsibility for reporting VAT shifts from you as the seller to the buyer. If you issue a regular invoice to an ordinary customer in Sweden, you generally don't have to use this functionality.

How do I set or change the VAT rate (moms) for an item?

To set or change the VAT rate for an item, do like this:

  1. Go to the page Fakturering > Register > Artiklar.
  2. Click on the desired item.
  3. Under the Prislista (Price list) heading, click on the link Lägg till pris i annan valuta (Add price in another currency).
  4. Specify the price and currency.

How add message to invoice reminders?

It's currently not possible to add a message only on invoice reminders. Any such message would have to be sent manually in addition to the Dooer invoice.