In Sweden, “online invoicing” sits at the intersection of European Union (EU) value-added tax (VAT) rules, public sector electronic invoicing (e-invoicing) standards, and a business culture that has high expectations regarding digital services. A PDF could be permissible for one customer, while a structured e-invoice is mandatory for another. The difference between the two affects how invoices are processed, paid, stored, and audited.

Below, we’ll walk through how online invoicing works in Sweden: what counts as an online invoice, what information it must include, how e-invoicing fits into the picture, and how modern invoicing systems support all of it.

What’s in this article?

• What does it mean to invoice online in Sweden?
  
• How does online invoicing in Sweden work?
  
• What are the benefits of online invoicing for Swedish businesses?
  
• What information must an online invoice include in Sweden and the EU?
  
• What should you look for in an online invoicing system in Sweden?
  
• How Stripe Invoicing can help
  

What does it mean to invoice online in Sweden?

To invoice online in Sweden means creating, sending, and managing invoices digitally instead of on paper. Online invoices fall into two categories: PDFs for flexibility and e-invoices when automation or compliance demands them.

Here’s how each type works.

Digital invoices

Digital invoices are invoices created in software and sent by email or link, typically delivered as PDFs. They’re easy to use and widely accepted for private B2B and B2C transactions, and they still require manual handling on the customer’s side.

E-invoices (system-readable)

E-invoices are structured invoice data sent directly between systems, typically exchanged through networks such as Peppol. They can be processed automatically by the recipient’s finance software, and they’re required when invoicing Swedish public sector organizations.

Sweden has been a front-runner in e-invoicing adoption for years. While private businesses aren’t yet legally required to use e-invoices, public agencies have accepted only EU-standard e-invoices since 2019. That requirement has influenced the broader market and pushed companies in the private sector to modernize their invoicing infrastructure.

How does online invoicing in Sweden work?

Online invoicing in Sweden follows a mostly standard flow. The tools vary, but the mechanics are consistent across industries.

1. The invoice is created digitally

Invoices are usually generated in invoicing or accounting software. The system assigns a unique invoice number, applies the issue date, and pulls in saved seller and customer details. VAT is calculated automatically based on the transaction type: domestic, EU, or international.

Modern systems prompt you to include everything Swedish and EU rules require. This can minimize back-and-forth and rejected invoices.

2. The invoice is sent electronically

Delivery depends on the customer:

• PDF via email or secure link: This is common for private B2B and B2C invoices.

• Structured e-invoice: Required for Swedish public sector customers and often used by large enterprises, this invoice type is sent through networks such as Peppol—where invoice data moves directly between systems in a standard format.

3. The customer processes and pays

PDF invoices are reviewed manually. E-invoices are usually ingested automatically into the buyer’s finance system. Payment is typically made via bank transfer using Bankgiro details, although some invoices include card or other payment options.

4. Payment is tracked and recorded

Once it’s paid, the invoice is marked as settled. Online systems store the invoice and payment record digitally, which meets Sweden’s seven-year requirement for recordkeeping and makes audits easier.

What are the benefits of online invoicing for Swedish businesses?

Swedish businesses benefit from online invoicing because it provides control and speed, while making mistakes less likely. Below are some of the top features.

Faster payments and healthier cash flow

Digital invoices reach customers instantly, which shortens the gap between issuing an invoice and getting paid. When invoices are delivered electronically, and especially when payment options are embedded, customers tend to pay sooner. That timing matters, particularly for smaller teams that manage cash flow month to month.

Less administrative drag

Online invoicing removes a long list of manual steps: printing, mailing, re-entering data, and chasing down missing information. Structured e-invoices take this further by allowing the recipient’s finance system to process invoices automatically, which can reduce delays and avoid back-and-forth with accounts payable.

Fewer errors and disputes

Standardized invoice templates and automated calculations lower the risk of mistakes in VAT, totals, or payment details. When invoices are clear and complete, customers are less likely to question them and finance teams spend less time correcting or reissuing documents.

Built-in compliance

Swedish and EU invoicing rules are strict, particularly regarding VAT and recordkeeping requirements. Online systems help enforce those rules: invoice numbers stay sequential, necessary fields can’t be skipped, and records are stored digitally for the mandatory seven years.

Better visibility and tracking

Digital invoicing makes it easier to see what’s been sent, viewed, paid, or delayed. That visibility helps businesses spot late payment patterns early and follow up before invoices become a problem.

Lower environmental impact

Paperless invoicing decreases printing, postage, and physical storage. Studies have shown a substantial carbon reduction due to the switch from physical to digital invoices. In a market such as Sweden, where sustainability expectations are high, that shift matches how many businesses already operate.

What information must an online invoice include in Sweden and the EU?

Whether an invoice is sent on paper, as a PDF, or as a structured e-invoice, the legal requirements are the same. Swedish invoicing rules follow EU VAT law closely, and missing information can cause invoices to be rejected or flagged during audits by the Swedish Tax Agency.

A compliant Swedish invoice needs to include the following.

Core invoice identifiers

• A unique, sequential invoice number

• Invoice issue date

• Supply or delivery date, if needed

Seller and buyer details

• Seller name and address

• Organization number

• VAT registration number, if VAT is charged

• Buyer name and address

• Buyer VAT number, when required (e.g., reverse charge scenarios)

Description of what was sold

• Line item descriptions of goods or services

• Quantity and unit price for each item

VAT and totals

• Net amount (before VAT)

• Applied VAT rate per line item (25%, 12%, 6%, or 0%)

• VAT amount—if the invoice is issued in a foreign currency, the VAT amount still needs to be shown in Swedish kronor (SEK) using an accepted exchange rate

• Total amount payable, including VAT—if VAT isn’t charged, the invoice must explain why (e.g., reverse charge, VAT exemption)

Payment terms

Across Sweden and the EU, regardless of format, invoices need to include the due date, payment instructions, and any late payment terms. Online invoicing systems enforce these fields automatically, which can reduce the risk of omissions and keep invoices ready for audit.

What should you look for in an online invoicing system in Sweden?

The right invoicing system in Sweden enforces the rules, reduces obstacles for customers, and scales with how your business operates. Here’s what matters.

Compliance by default

The system should support Swedish and EU invoice requirements from the start: sequential invoice numbers, correct VAT rates, VAT explanations for cross-border sales, and long-term digital storage. If you invoice public sector customers, support for EU-standard e-invoices should be built in or easy to enable.

Flexible delivery formats

You’ll probably need more than one option. A good system lets you choose the format per customer without changing your workflow.

Payment collection that reduces delay

Using Bankgiro or International Bank Account Number (IBAN) details is standard, but systems that also support card or instant payment options can materially shorten payment cycles, especially for smaller invoices or international clients.

Automation that removes busywork

Automation features can turn invoicing into background infrastructure instead of a recurring task. Look for:

• Automatic invoice numbering and due dates

• Recurring invoices for subscriptions or retainers

• Built-in payment reminders

• Real-time invoice status tracking

Multicurrency and EU readiness

If you sell outside Sweden, the system should handle foreign currencies while still displaying VAT correctly in SEK when required.

Integrations and data access

Accounting integrations, easy exports, and reliable reporting keep invoicing connected to the rest of your finance stack.

Tools like Stripe Invoicing work well in this context because invoicing, payment, and reconciliation live in one flow, which minimizes handoffs and keeps billing predictable as volume grows.

How Stripe Invoicing can help

Stripe Invoicing simplifies your accounts receivable (AR) process—from invoice creation to payment collection. Whether you’re managing one-time or recurring billing, Stripe helps businesses get paid faster and streamline operations:

• Automate AR: Easily create, customize, and send professional invoices—no coding required. Stripe automatically tracks invoice status, sends payment reminders, and processes refunds, helping you stay on top of your cash flow.

• Accelerate cash flow: Reduce days sales outstanding (DSO) and get paid faster with integrated global payments, automatic reminders, and AI-powered dunning tools that help you recover more revenue.

• Enhance the customer experience: Deliver a modern payment experience with support for 25+ languages, 135+ currencies, and 100+ payment methods. Invoices are easy to access and pay through a self-serve customer portal.

• Reduce back-office workload: Generate invoices in minutes and reduce time spent on collections through automatic reminders and a Stripe-hosted invoice payment page.

• Integrate with your existing systems: Stripe Invoicing integrates with popular accounting and enterprise resource planning (ERP) software, helping you keep systems in sync and reduce manual data entry.

Learn more about how Stripe can simplify your AR process, or get started today.