Creating an invoice in our service is easy and quick! Please find detailed instructions below.
Light Entrepreneur without a business ID is a invoicing service for light entrepreneurs; this means that the light entrepreneur creates an invoice in our service, and we forward it to their client. Afterward, we deduct all additional costs from the invoice and pay the light entrepreneur's salary to their bank account.
Here's how you create an invoice
When you want to invoice your client, log in to your UKKO account. You can create an invoice straight from top right corner of your dashboard by pressing “Create invoice” button.
Client’s contact details
Client: Enter the new client's contact information manually. If it's a client you've invoiced before, you can select them from the dropdown menu. New client is automatically saved to our client register. Update changed client information to client register.
Invoice recipient: Choose from the dropdown menu whether you're invoicing a company/registered association or a private individual/non-registered association
Country: Select the country to which the invoice will be sent. If the invoice is sent abroad, please choose the correct invoice language for the invoice recipient.
Client’s company name: Enter the name of the company you're invoicing. We will automatically find the company details of your client. By clicking the company name, you can automatically fill your client’s details to the invoice form.
Business ID: If the recipient of the invoice doesn't have a business ID, select that you're invoicing a private individual/non-registered association. (For example, when invoicing an association without a business ID, choose individual if the association doesn't have a business ID.)
Invoice delivery method: Choose whether you want the invoice delivered by email, mail, or e-invoice.
- If you choose by mail, the invoice is delivered to the e-mail of the invoice recipient.
- If you choose by e-invoice, please enter the e-invoice address of your client. The e-invoice address starts usually with 0037 and has your client’s business ID without hyphen.
- If you choose by mail, make sure to enter the recipient’s postal address on the form.
Invoice recipient’s name: Enter the invoice recipient’s name, and also their email address below. If necessary, you can add multiple recipients from add recipient. We send invoice-related messages, such as notifications of overdue invoices, via email.
NOTE: Please ask your client for invoicing details when agreeing on the job. Sending invoices to the correct address avoids unnecessary delays in salary payments.
Invoice details:
In invoice detailed section, you give the invoicing information of your work.
Please select the job title that describes the invoiced work:
Client's preferred reference number: Add the requested reference, if the client has asked for one. When invoicing a company, it's common to use the contact person's name as a reference (so the accounts payable clerk knows who ordered the service) or the project to which the service is related. Client’s preferred reference number shows on the top right corner of the invoice
Do you want UKKO.fi to handle payment control, payment reminders, and collection if necessary? If you select yes, we will send payment reminders automatically to your client after the due date of the invoice. If your client discards the payment reminders, we will then transfer the invoice to debt collection company. Payment control is included in the service price.
Term of payment: Select the payment term from the dropdown menu (recommended at least 14 days for consumers). If you want UKKO.fi to handle payment control, payment reminders, and collection, if necessary, set the payment terms to at least 14 days. After selecting the payment terms, you'll see the estimated due date below.
VAT (Value Added Tax): Choose the applicable value-added tax rate. Generally, the VAT rate is 25,5%. If you are unsure about the correct VAT rate, you can choose the general VAT rate of 25,5%. Our financial team will verify the selected VAT rate.
For more information, please read our FAQ article: Which VAT I should choose? If you do not find the information you are looking for, our customer service is happy to assist you.
Invoice row details
Invoiced service: Add each invoicing service (for example ”Description of invoiced service”) for separate lines. After you have saved the invoice row, you can add a new row from ”add new invoice row”. Remember to save the invoice row after you have filled all necessary information.
You can also add an extra text field per invoice row from “+ Add a text field for any additional information.”
Quantity: How many pcs or hours you are invoicing from your client.
Unit price: Please write the unit price of one pcs or one hour.
Discount: You can give discount to your client with an euro sum or percentage.
Incl. VAT: You can choose whether VAT is included in the unit price. If you choose that VAT is not included, the system will automatically calculate the VAT amount and add it to the invoice.
Work start and end date: These refer to the days when you started and finished your work. If you worked only one day, enter the same date in both fields.
Please remember to save the added invoice row when you have finished.
NOTE: Price your job offer so that you have enough left after VAT!
Travel expenses and expenses
Travel expenses such as daily allowance, meal allowance and kilometer reimbursements
Here, you can also add entries related to daily allowances, meal allowances, and kilometer reimbursements. Here is additional information expenses and travel expenses.
If you need assistance in adding travel expenses, please read our FAQ article: Travel costs and expenses.
Expences
Mark the expenses related to your work by adding each expense receipt separately and following the instructions. It's important to specify what, from where, and when you purchased and to itemize different VAT rates on the receipt.
Note that UKKO.fi can only grant tax-free reimbursements for ticket-based travel expenses (e.g., travel tickets) based on a receipt. All reported expenses will also be itemized on the invoice. Other expense reimbursements must be reported as deductions in your own taxation.
Team invoicing
If you have had co-workers on your assignment, you can divide the invoice sum without VAT among the added co-workers. You can add a co-worker from ”+ Add a new team member”.
Add email address the co-worker has registered to our service Light Entrepreneur without Business ID and share the invoicing between one or more team members. You can share the invoice by giving the proportion of invoiced amount in euros or percentage of invoiced amount.
Attachments: You can optionally add attachments to the invoice. The attachment will be sent to the invoice recipient.
Message to UKKO.fi’s administration: You can optionally add a message to the invoice handler.
After choosing if you want your salary as a fast payment, press ”Save and preview invoice” and approve the invoice. After you have approved the invoice, the invoice will be reviewed by UKKO.fi administration and we will send the invoice to your client.
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