How to submit invoices for booking

Ways to submit invoices for booking
There are a few different ways to submit your invoices for booking. We always recommend scanning your invoices and submitting them directly to your accounting system, either by using an app or by mailing them directly to the accounting system.

Use an app to submit your invoices directly to your accounting system

e-conomic
e-conomic offers an app, where you can take a picture of your invoices with your phone, and then submit them via their app directly into the accounting system:

Download app in App Store
Download app in Google Play

Dinero
Dinero offers an app, where you can take a picture of your invoices with your phone, and then submit them via their app directly into the accounting system:

Download app in Google Play

Billy’s Billing
Billy’s Billing offers an app, where you can take a picture of your invoices with your phone, and then submit them via their app directly into the accounting system:

Download app

Save scanned invoices in Dropbox
If you do not want to use an app, you are also welcome to save your invoices directly into a Dropbox folder, which is then shared with us.

Mail your invoices directly into the accounting system
If you prefer to send invoices by mail to the accounting system, then e-conomic can receive invoices directly via mail, by using a special dedicated email address.

Email your invoices to us
If you prefer to send invoices by mail to us, then this is also an option. If you have a lot of invoices though, we would definitely recommend using an app.

Invoices can be mailed to: bilag@daniaregnskab.dk

Send invoices with traditional postal service or stop by the reception
If you prefer it to be really “old-school”, then you can also send your invoices with normal postal service, or feel free to stop by our recetion as well, with the invoices in hardcopy.

The address is:

Dania Accounting ApS
Rådhuspladsen 16, M
1550 Copenhagen V
Denmark

If you send your invoices by postal service or courier, then we recommend that you always get the “track and trace” identification number.

How often do you need to submit invoices for booking?
Normally our clients send their invoices to us every month. Some of the very small clients (with only a few invoices every month) submits their invoices every three months, but we do prefer, that you send your invoices every month. It helps us avoiding working overtime, when there is deadlines for VAT.

Which invoices and documents should be sent for booking?

What invoices and documents you need to submit for booking, depend on your business type. But in general everyone should send:

– Sales invoices
– Supplier invoices
– Receipts for smaller purchases
– Bank statement

Note: Clients who receive cash payments from their clients, also have to make and send a cash report.

Sales invoices
If you have made your sales invoices using an accounting system, for example; e-conomic, Dinero or Billy’s Billing, then you do not need to submit the sales invoices to us, since we already have access to these inside the accounting system. If, on the other hand, you do not invoice your sales in an accounting system, then we need to have the sales invoices sent as PDFs as well. If the sales invoices are made in Word or Excel, they must be saved as PDF-files first, and then submitted to us, so we can book them manually in the accounting system.

Supplier invoices
You need to submit all your supplier invoices. It is all the expenses, that you have had and where the supplier has issued an invoice. As a rule, you always need to have an invoice issued. The invoice must be issued to your company and not to your own name.

Receipts for smaller purchases
You need to submit all your receipts as well. These are all the smaller purchases you have had from stores and gas stations, etc., and where you have not received a supplier invoice. As a rule, you always need to get an invoice issued for all costs, but SKAT usually accepts receipts, as long as the amounts are relatively small. Our experience is, that a limit of about 700 DKK, usually is accepted by SKAT. But in the end, it is up to SKAT. The law states that you must have invoices for all costs issued in the company name. However, if you have tried to ask the cashier down in the supermarket to make an invoice, you also know, that in the real world, it is not possible every time. But at least make the payment for your purchase with a company creditcard, so you can see the payment on the bank statement. It makes it far easier to convince SKAT, that it’s actually you who paid for it, and that it’s not just a receipt you’ve found somewhere, and added to the costs.

Bank statement
We also need a bank statement that shows all the transactions on your bank account. Ie all the deposits and payments, We prefer to receive the bank statement as a comma separated file (CSV) or as an Excel file. This is because with a file, we are able to import all the entries for your accounting system. It saves us time, and saves you money.

You can save a CSV or Excel file on virtually all online banking systems. Simply print a statement on the screen, and look for a “save as” button (or whatever it will be called in your online banking system).

The file should be sent by mail to: bilag@daniaregnskab.dk

Clients that receive cash
Clients with cash transactions include those, who run restaurants or shops, where their customers pays with cash. The difference between companies receiving cash, and those who do not, is that you are required to make a daily cash report when you receive cash from your clients. Therefore, you should also send a cash report to us, if you receive cash from your own clients.

Cash report
A cash report shows how much money you had in the morning in your cash register at opening hours, and how much money was left in the cash register at closing hours. It shows how much money went in and out of the cash register during the day. You can find a template for your cash report here on the website in the “download” section. Even though you need to prepare a daily cash report by law, depending on your business type, you can choose a slightly longer time interval. As long as the cash transactions can be properly documented. But most companies make their cash reports daily, especially shop owners. If you should get a tax inspection someday, and if SKAT suspects that you have “forgotten” to report some sales, they may refuse to accept your entire accounting, if you have not prepared a cash report and instead made an estimate of your sales. So the consequences of not preparing a cash report can be quite serious. Especially if SKAT estimates that your sales have been much higher, than it actually has been. Without a cash report, it can be very difficult to object to such a decision. Also for your accountant.

Download cash report here

Do you have any questions?

Please send us an email: info@daniaaccounting.com

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