Paid Invoice – Cash Flow Handling

When a payment for an invoice lands in your bank account, it's not revenue. Revenue was booked when the invoice was created (accrual principle). Instead the payment is about cash flow – money moves from being a receivable on the customer to becoming liquid funds in the bank.

The base voucher at payment:

Assume the customer pays 1,000 SEK for the invoice from the previous article:

Account  Name                   Debit    Credit
─────────────────────────────────────────────────
1580     Bank (business acct)   1000
1510     Accounts Receivable              1000
─────────────────────────────────────────────────
                               1000    1000

Note:

• No revenue (3001)
• No VAT (2610/2620)
• No cost

It's just a balance sheet transaction – one asset (receivable) becomes another asset (bank). The income statement isn't affected.

Why isn't revenue booked now?

As we covered in the previous article: revenue was already booked when performance happened (when the food was served). Booking it again when money arrives would be double-booking – a classic beginner's trap.

Think of it like this: if you invoice 1,000 SEK in April and get paid 15 May, then:

• April: Revenue +1,000, Receivable +1,000
• May: Bank +1,000, Receivable −1,000

Total = revenue appears ONCE (in April), money appears ONCE (in May). Everything balances.

How is the payment matched?

Vendion does NOT handle payment matching – that's Fortnox's or Visma's job. The flow is:

1. Customer transfers via bank giro → money lands in the bank account
2. Bank sends statement to Fortnox (via SEB, Handelsbanken, Nordea, Swedbank integrations)
3. Fortnox matches automatically if OCR number/reference matches
4. If OCR is missing → manual matching by the bookkeeper

Example: Invoice 2026-00123 is sent to customer with OCR 123456. Customer pays 1,000 SEK with OCR 123456. Fortnox sees OCR matches invoice 2026-00123 and books:

• D 1930 (Business account) 1000
• C 1510 (Receivable) 1000

Invoice status updates to "Paid" and it disappears from open receivables.

Partial payments:

If the customer partially pays (e.g. 500 SEK of 1,000):

Account  Name                   Debit    Credit
─────────────────────────────────────────────────
1580     Bank                   500
1510     Accounts Receivable              500
─────────────────────────────────────────────────
                               500    500

The remaining 500 SEK stays as a receivable until the rest is paid.

Overpayment (too much paid):

Sometimes the customer pays too much – e.g. 1,050 SEK on an invoice of 1,000:

Account  Name                   Debit    Credit
─────────────────────────────────────────────────
1580     Bank                   1050
1510     Accounts Receivable              1000
2990     Accrued liabilities               50
─────────────────────────────────────────────────
                               1050    1050

The 50 SEK becomes a liability (you owe the customer back). Either:

• Refund to customer
• Credit on next invoice

Bank account vs cash:

Choose the right account:

• 1580 – Bank (main business account, bank giro)
• 1581 – Swish business
• 1910 – Cash (only used if the invoice is paid in cash)
• 1930 – Business account (some consultants prefer this)

Consult your accountant on which account is your main one – use the same on all vouchers.

Penny rounding at payment:

If the customer pays 999.50 SEK instead of 1,000.00 SEK (bank rounds):

Account  Name                   Debit    Credit
─────────────────────────────────────────────────
1580     Bank                   999.50
3740     Penny rounding           0.50
1510     Accounts Receivable             1000.00
─────────────────────────────────────────────────
                               1000    1000

The 50 öre becomes a small expense on 3740 (Penny rounding). This can be automated in Fortnox/Visma.

Reminders and overdue invoices:

When due date passes without payment:

• Day 0: Invoice sent, OCR + due date specified
• Day 30: Due date passes → "Overdue" in Fortnox
• Day 31-45: First reminder (usually free)
• Day 46-60: Second reminder + reminder fee (60 SEK)
• Day 61+: Debt collection or Kronofogden (Swedish Enforcement Agency)

When a reminder fee is charged, it's booked as interest income:

D 1510 (Receivable)    60
C 8310 (Interest inc)   60

Interest invoicing:

If you've agreed on late payment interest (usually 8.75% above the reference rate):

Account  Name                   Debit    Credit
─────────────────────────────────────────────────
1510     Accounts Receivable     50
8310     Interest income                   50
─────────────────────────────────────────────────
                                50      50

Interest is calculated on overdue days × interest rate × amount / 365.

Cash flow report:

When the bookkeeper does the monthly close, she can see:

• Revenue per income statement (all invoiced + cash sales)
• Deposits per bank (what actually came in)
• Difference = increased/decreased receivables

This is the input to the cash flow analysis – one of the most important reports for understanding the restaurant's liquidity.

Practical tip: Follow up outstanding receivables every week

Even though Vendion doesn't handle payment matching, you should follow up unpaid invoices in Fortnox once a week. It takes 10 minutes and is often the difference between 0% bad debts and 3% bad debts.

Read more: Invoicing in Vendion – How It Works, Accounts Receivable (1510) – Booking Invoiced Orders, Customer Loss and Write-off (1511).