Accounting¶

Accounting is where every invoice for the shop lives. An invoice is the bill a customer receives for what they bought. This screen lets you look at those bills, see whether they have been paid, write a new bill by hand, cancel a bill by issuing a refund document, and hand your bookkeeper the files they need at tax time.

You do not need to understand accounting to use it. This page walks you through every button in plain language.

Where invoices come from

Most invoices appear here on their own. When a customer places an order and the order is marked paid, the shop creates the invoice automatically. You only create one by hand when there is no webshop order behind it (for example, a service or a one-off charge).

How to open it¶

Look at the dark menu running down the left side of the screen.
Find the heading Finance.
Click Accounting (it has a small calculator icon).

That opens the invoice list. If you do not see Accounting in the menu, your login has not been given permission for it. Ask whoever manages the team's logins to grant you accounting access.

What you can do here¶

1. Read the invoice list¶

The main Accounting screen is a table. Each row is one invoice. At the very top you see a quick summary line, for example "42 invoices · 128 000 kr paid · 15 000 kr outstanding". "Outstanding" means money that has been billed but not yet paid.

The columns are:

Column	What it shows
Invoice #	The invoice's reference number. Click it to open the invoice. A red kredit tag means it is a refund document; an orange manuell tag means someone typed it in by hand.
Customer	The customer's name (or their email if no name was saved), with their email underneath.
Order	The webshop order number this invoice came from, or a dash (-) if it was made by hand.
Status	Where the invoice stands right now (explained just below).
Issued	The date the invoice was created.
Due	The date payment is expected by.
Total	The full amount, including VAT, in the invoice's currency.

Tip

If the list says "No invoices yet", that is normal for a brand-new shop. Invoices will start appearing as orders are paid.

2. Understand the invoice statuses¶

The coloured label in the Status column tells you what is happening with each bill:

issued — The invoice has been created but not yet emailed to the customer.
sent — The invoice has been emailed to the customer.
paid — The customer has paid. Nothing more to do.
overdue — The due date has passed and it still has not been paid. This is your cue to chase the customer.
credited — A refund document (a credit note) has been raised against this invoice, so it has been reversed. See Credit an invoice below.
cancelled — The invoice has been voided. It shows with a line through it and is not counted as money owed.

3. Open one invoice¶

Click any Invoice # to open that invoice on its own page. There you will see:

The invoice number as a heading, and a ← Back to invoices link.
A live preview of the actual invoice document (the PDF), exactly as the customer sees it.
A note with the customer's public link, so you can confirm the two match.
If it is a refund document, a red banner saying Kreditfaktura with a link to the original invoice it reverses.

Along the top of this page are the action buttons described next.

4. Download the invoice PDF¶

On an open invoice, click Download PDF. Your browser saves the invoice as a PDF file you can print, keep, or forward.

There is also a Public view ↗ button next to it. That opens the same invoice on the public website in a new tab — the exact page the customer would land on. Use it to check what the customer sees.

5. Email the invoice to the customer¶

On an open invoice, click the send button:

If the invoice has never been emailed, the button reads Send email.
If it has already been emailed, it reads Re-send email.

Click it once and the customer is emailed the invoice.

Warning

There is no extra "are you sure?" question before an invoice email goes out. Make sure you have the right invoice open before clicking.

6. Mark an invoice as paid¶

If a customer pays you outside the webshop (for example, a bank transfer that lands in your account), you record it here:

Open the invoice.
Click the green Mark paid button.
A confirmation box asks "Mark this invoice as paid?" — click OK.

The status changes to paid.

Note

The Mark paid button only appears when it makes sense — it is hidden on invoices that are already paid or cancelled.

7. Create a manual invoice (bill someone by hand)¶

Use this when you need to bill a customer for something that did not go through the webshop.

On the main Accounting screen, click New manual invoice (top right).
Fill in the Customer section. Only Email is required; name, org number, and VAT number are optional.
Add your Lines — one row per thing you are charging for:
- Description — what the charge is for.
- Qty — how many.
- Unit price (minor) — the price for one, in the smallest coin unit. In Swedish kronor that means öre, so 500 kr is typed as 50000. See the warning under Common mistakes — this trips people up.
- VAT bp — the VAT rate written as "basis points". 25% VAT is 2500, 12% is 1200, 6% is 600, and 0% is 0. The box starts at 2500.
- Click + Add line for another row, or the small × to remove a row.
As you type, a running Total (incl. VAT) is shown so you can sanity-check it.
Fill in the Invoice section: choose the Currency (SEK, EUR, NOK, DKK, USD, or GBP), an optional Due date, and any optional Notes.
Click Create invoice.

The new invoice opens automatically. From there you can email it, download it, or mark it paid like any other.

Tip

Rows with an empty Description are ignored, so a blank spare row at the bottom does no harm. You must have at least one row with a description, and the customer email must be filled in, or the invoice will not save.

8. Credit an invoice (issue a kreditfaktura)¶

A credit note (in Swedish, kreditfaktura) is the proper way to reverse an invoice — you never delete an invoice. Crediting produces a matching "negative" invoice that cancels out the original in the books.

Open the invoice you need to reverse.
Click Create credit note.
A box asks for an optional reason — type one if you like, or leave it blank and click OK.

A new credit note is created and opens automatically. The original invoice's status becomes credited, and the credit note carries a red kredit tag and a banner linking back to the original.

Note

You cannot credit a credit note, and you cannot credit an invoice that has already been cancelled — the button is hidden in those cases.

9. Export the books for your accountant (SIE-4)¶

SIE-4 is a standard Swedish bookkeeping file. Your accountant imports it straight into their software (such as Fortnox, Visma, or Bokio) instead of retyping every invoice.

On the main Accounting screen, click SIE-4 + VAT report (top right).
Choose a From and To date at the top.
In the SIE-4 export box, click Download SIE-4.

Your browser downloads a small file (ending in .sie). Send that file to your accountant.

What goes in

Cancelled invoices are left out of the file. Credit notes are included as negative amounts, which is exactly how your accountant expects to see a refund.

There is also a Download invoices CSV button in the same box, meant to give you a plain spreadsheet of the invoices. See Common mistakes about this one.

10. Run a VAT report for the tax return¶

VAT is the sales tax you collect for the customer and later pay to Skatteverket. This report totals it up for you.

On the main Accounting screen, click SIE-4 + VAT report (top right).
Choose your From and To dates.
Choose Group by — Quarter (the usual choice), Month, or Year.
In the VAT period report box, click Run report.

A table appears with one row per period, showing how many invoices it covers, the revenue and VAT in the original currency, and the same figures converted to Swedish kronor (SEK). The bottom row totals everything in SEK. Use those SEK totals when filling in Skatteverket's form.

Tip

The To date is exclusive — the report stops the day before it. To cover all of the year 2026, set From to 2026-01-01 and To to 2027-01-01.

11. Bankgiro, IBAN and the OCR payment reference¶

An OCR reference is the long payment number a customer types when they pay an invoice by bank transfer, so the payment can be matched back automatically. It, together with your payment details, is printed on the invoice PDF itself — you can see it in the invoice preview.

These payment details are not set on the Accounting screen. They live under Settings (in the left menu) in the Company & invoice details section, where you can fill in your Bankgiro, Plusgiro, IBAN, and BIC. Whatever you save there is what appears on every invoice's payment instructions.

Note

If a payment detail looks wrong on an invoice, fix it under Settings → Company & invoice details, not on the invoice itself.

Every field explained¶

Field	Where you see it	What it means
Invoice #	List, detail	The invoice's unique reference number.
Customer	List	The person or company being billed, with their email.
Order	List	The webshop order behind the invoice, or a dash if made by hand.
Status	List, detail	Where the invoice stands: issued, sent, paid, overdue, credited, or cancelled.
Issued	List	The date the invoice was created.
Due	List	The date payment is expected by.
Total	List, manual form	The full amount including VAT, in the invoice's currency.
kredit / manuell tags	List	Red kredit = a refund document; orange manuell = typed in by hand.
Email	Manual invoice form	The customer's email address. Required.
Name / company	Manual invoice form	The customer's name or company name. Optional.
Org number	Manual invoice form	The customer's organisation number. Optional.
VAT number	Manual invoice form	The customer's VAT registration number. Optional.
Description	Manual invoice line	What you are charging for on that line.
Qty	Manual invoice line	How many of the item.
Unit price (minor)	Manual invoice line	Price for one, in the smallest coin unit (öre for SEK). 500 kr = `50000`.
VAT bp	Manual invoice line	The VAT rate in basis points. 25% = `2500`, 12% = `1200`, 6% = `600`, 0% = `0`.
Currency	Manual invoice form	The money the invoice is in: SEK, EUR, NOK, DKK, USD, or GBP.
Due date	Manual invoice form	When you want to be paid by. Optional.
Notes	Manual invoice form	A free-text note added to the invoice. Optional.
From / To	Reports	The date range for the SIE-4 file and the VAT report. To is exclusive.
Group by	Reports (VAT)	Whether the VAT report is split by Quarter, Month, or Year.
Period	Reports (VAT)	The chunk of time each row covers.
Revenue / VAT	Reports (VAT)	Sales and tax in the invoice's own currency.
Revenue (SEK) / VAT (SEK)	Reports (VAT)	The same figures converted to Swedish kronor for the tax return.

Common mistakes¶

Read this before typing a manual invoice

Prices are in the smallest coin unit, not kronor. The Unit price box wants öre, so 500 kr must be typed as 50000 and 99,50 kr as 9950. Watch the live Total (incl. VAT) to catch a slip.
VAT is in basis points, not a percentage. Type 2500 for 25% VAT, not 25. Typing 25 would apply a tiny 0,25% VAT.
Sending an invoice email has no undo and no confirmation. Double-check you have the right invoice open before clicking Send email.
Never delete an invoice to fix it — credit it instead. Use Create credit note so the books stay balanced.
The "To" date in reports is exclusive. It stops the day before. To include 31 December, set To to 1 January of the next year.
The "Download invoices CSV" button may not produce a file. If nothing downloads when you click it, that spreadsheet export is not currently available — use Download SIE-4 and the VAT period report instead, and email the address below if you truly need the CSV.

Still stuck?

If something here does not match what you see, or an invoice is behaving strangely, do not guess — reach out.

Email developers@kavelsoftware.se and describe what you were doing and which invoice number is involved.