The Review Process
The review process has three main focus areas: time entries, expenses, and the overall invoice details.Step 1: Review Time Entries
For each time-based line item on the invoice, verify:- Hours are correct — compare against the approved timesheets. Make sure no hours were missed or duplicated.
- Hourly rate matches your agreement — if you have different rates for different types of work (e.g., development vs. consulting), ensure each row uses the correct rate.
- Descriptions are clear — the line item descriptions should make sense to the client. Vague descriptions like “work” may lead to questions or delayed payment.
Step 2: Review Expenses
For expense line items, check:- Amounts are accurate — verify that each expense amount matches the actual cost.
- Descriptions explain the expense — your client should understand what each expense is for (e.g., “Train ticket Stockholm-Gothenburg” rather than “Travel”).
- Receipt attachments are present — if your client or your bookkeeping requires receipts, make sure they are attached to the corresponding expenses.
Step 3: Edit Line Items
While the invoice is in Draft status, everything is editable. You can:- Change quantities — adjust hours or piece counts.
- Modify unit costs — update the price per unit.
- Edit descriptions — rewrite line item names for clarity.
- Adjust VAT rates — change the VAT percentage on individual rows.
- Apply discounts — add or modify discounts on specific line items.
- Add rows — include additional line items not pulled from timesheets.
- Remove rows — delete line items that should not be on this invoice.
Step 4: Verify Totals and VAT
Review the invoice summary section:- Subtotal — the sum of all line items before VAT.
- VAT breakdown — shows the VAT amount grouped by rate (e.g., 25%, 12%, 6%).
- Grand total — the final amount the client needs to pay, including VAT.
- VAT handling mode — confirm it is set correctly:
- Standard for normal Swedish domestic invoicing.
- Reverse Charge for B2B services where the buyer reports VAT.
- VAT Exempt for services that are not subject to VAT.
- Intra-EU for cross-border EU supplies.
Step 5: Check Payment Terms and Dates
Verify the key dates and terms:- Invoice date — usually today’s date, but can be adjusted.
- Delivery date — when the work was completed or the goods delivered.
- Due date — calculated from the payment terms. Make sure it allows adequate time for your client to process payment.
- Payment terms — the agreed number of days (e.g., 15, 30, or 60 days).
Step 6: Proceed or Save
Once you are satisfied with the review:- Send the invoice if it is ready. See the Sending and Payment guide.
- Close the page if you need more time. Your draft is preserved and you can return to it later.
Common Review Mistakes to Avoid
- Wrong VAT rate — applying 25% VAT to a service that should be reverse-charged is a common error, especially with international clients.
- Stale hourly rates — if your rate changed recently, older time entries may still use the previous rate.
- Missing expenses — forgetting to include approved expenses is easy to do. Scroll through the expense list before finalising.
- Incorrect client details — if the client recently changed their company name or address, update their profile before creating the invoice.
After Review: What Happens Next
After your review is complete, the next step is to send the invoice. When you send it:- The status changes from Draft to Sent.
- The invoice is locked and can no longer be edited.
- A PDF is generated.
Frequently Asked Questions
Can I save my changes and come back later? Yes. Draft invoices persist until you either send or delete them. What if I find an error after sending? You cannot edit a sent invoice. You need to create a credit note to reverse it, then create a new corrected invoice. Who can review and edit invoices? Users with the Owner or Coordinator role have access to review and edit draft invoices.The review process is the same whether you are invoicing for time, expenses, or a combination of both.