How often and how should you submit invoices for your accountant?
In this blog, we discuss how often and how should you submit invoices for your accountant.
In Denmark, the legislation requires that accounting is done correctly and as fast as possible after a transaction has taken place.
The accounting should be conducted with respect to the complexity, amount of transactions and the size of the transactions.
We recommend scanning your invoices and submitting them directly to your accounting system on a weekly basis.
That way we can keep your accounting updated ongoing.
There are many ways to submit invoices to accounting systems depending on what system is being used for your accounting.
Here we have listed the most common ones:
Mail your invoices to e-conomic
If you use e-conomic it is possible to forward all your invoices to e-conomic.
When you click the inbox inside e-conomic you will see a mail address in the lower left corner of the webpage.
You can send invoices and receipts as PDF or JPG using this mail address.
Upload invoices from your computer
If you find it more convenient to store your invoices locally on your computer, and then we recommend making two folders:
Invoices not yet uploaded
Save the invoices you receive during the week in the folder named “Invoices not yet uploaded”.
Then, once per week, upload all the saved invoices to your accounting system and move the files to the folder “Invoices uploaded”.
That will give you a simple system to avoid uploading duplicate invoices twice.
Use an app to submit your invoices directly to your accounting system
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:
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:
Billy 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:
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) submit 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
Some clients also will need to send:
– Cash report
– List of driven kilometers in private car
– Stock count
If you have made your sales invoices using an accounting system, for example; e-conomic, Dinero or Billy, 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.
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 the Danish Tax Agency.
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 the tax office, 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.
Integrate your bank account with the accounting software
Your accounting software will often have an option to integrate your bank account with your accounting software.
This allows for automatic daily transfers of bank transactions to the accounting software.
We recommend setting up this integration.
Send bank statement on mail
You can also send the bank statement on mail.
In this case, 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: email@example.com
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.
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.
List of driven kilometers in private car
If you use your private car to drive for the business, then also send a list of driven kilometers.
If you have a store with stock we need to receive a stock counts at least in end of the year.
The stock count should inform us how much the purchase value of the stock is.
We recommend to do a monthly or quarterly stock count to obtain a more precise result in the financial reports.
(This blog was updated last time: 14.10.2023)
Do you have any questions about submitting invoices for accounting?