About this template
Payment Plan and Invoicing Schedule for Construction Contracts 2026/2027 – Word, PDF, and Excel
Do you need a clear payment plan for construction contracts including installment payments, invoicing milestones, approval/sign-off, and tracking of actual payments? This professionally designed template package helps contractors, clients, project managers, site managers, and financial officers document planned installment payments, issued invoices, approved changes, and paid amounts in a coherent workflow.
You receive 15 downloadable files: 7 DOCX (Word), 7 searchable PDF, and 1 XLSX (Excel) with nine tabs and a dashboard. The package includes five main Swedish templates, one Swedish user guide, and a separate English User Guide. A one-time purchase with digital ZIP delivery – no physical shipping or subscription.
The template has a Swedish context and assumes that every payment and invoicing right must be verified against the actual contract. AB 04 and ABT 06 are standard agreements that only apply if incorporated. The Swedish Tax Agency states that reverse charge VAT may apply to certain construction services and certain buyers in the construction sector. When these rules apply, the buyer's VAT number and the text “Reverse charge” must be stated on the actual invoice. The conditions must be assessed for each transaction.
01. Package contents
15 purchase files in one ZIP – eight separate work documents and tools:
- 7 Word (DOCX) – five main Swedish templates, one Swedish user guide, and one English User Guide.
- 7 searchable A4-PDF – corresponding documents for reference, printing, and archiving.
- 1 Excel (XLSX) – nine tabs with pre-filled headers, data validation, formulas, and ten KPIs.
Language: Swedish main templates and a separate English guide – no English invoices or main contracts. Version: 1.0, 2026/2027. Delivery: Digital ZIP file.
02. What the files contain – file by file
| File | What you can document | Format |
|---|---|---|
| 01. Payment plan – contract appendix | Agreed installment payments with performance conditions, milestones, amounts excluding VAT, authorized representatives, and documented decisions. | Word + PDF |
| 02. Invoicing schedule & invoice basis | Plan item ID, verified performance, invoice references, invoice amounts, due dates, and separate VAT assessment. | Word + PDF |
| 03. Performance reconciliation & approval | Checking of actual completed work, minutes, proof of delivery, punch list items, approval, and authorized decision reference. | Word + PDF |
| 04. Change order (ÄTA) & price adjustment appendix | Contractual basis for changes, price adjustments, expressly approved amounts, cost reservations, and checks against double billing. | Word + PDF |
| 05. Final settlement & payment reconciliation | Contract sum, approved changes, issued invoices, credit notes, received payments, and open disputes. | Word + PDF |
| 06. Swedish User Guide | Nine steps from contract conditions to invoice checking, payment, change orders, and final reconciliation, plus legal sources. | Word + PDF |
| 07. English User Guide | English guide to the main Swedish templates, contract authorization, invoice ID, payment reconciliation, and reverse charge VAT. | Word + PDF |
| 08. Excel – payment plan and dashboard | Nine tabs: Overview, Payment Plan, Invoices, Payments, Milestones, Change Orders, Retentions, Deviations, and Read Me. | Excel (XLSX) |
Number of files: Documents 01–07 come in Word and PDF (14 files), document 08 in Excel (1 file). Total of 15 files. No fictitious invoices, payments, or approvals are pre-filled.
03. Excel with dashboard – nine tabs
Overview · Payment Plan · Invoices · Payments · Milestones · Change Orders · Retentions · Deviations · Read Me.
Register payment item IDs, agreed performance, and amounts in the payment plan. Then fill in actual invoice IDs, invoice dates, due dates, and issued amounts. Booked/received payments are recorded separately in the Payments tab and linked to invoices via invoice ID.
Automatic calculations: paid amount per invoice, remaining invoice amount, and open/overdue status for invoices. The overview contains ten KPIs, including planned, invoiced, paid, unpaid, overdue, approved change order items, and agreed retentions. In the Change Orders tab, only amounts with the explicit status “Approved according to contract” are summarized. Empty registers show 0.
Important amount principle: the workbook’s comparable amount columns are intended for SEK excluding VAT. If an actual bank payment includes VAT, it needs to be correctly normalized to the invoice's ex-VAT amount before being included in the comparisons. Excel is a register – not an accounting or invoicing system.
How to use the payment plan – step by step
- Check the contract. Determine the contract sum, payment model, agreed milestones, due date terms, authorized signatory, and applicable contract appendices.
- Create payment plan. Use file 01 for installment payments, performance conditions, and correct party decisions before the plan is used as a contract appendix.
- Prepare every invoice. Use file 02 to link the invoicing item to the correct plan item and basis; ensure that work according to the contract is eligible for invoicing.
- Verify performance. Use file 03 for control documentation, proof of delivery, punch list items, and authorized approval. A note about completed work is not automatically an invoice payment.
- Handle change orders (ÄTA) and price adjustments separately. Use file 04 and link the amount to the explicit contract decision. Avoid double billing.
- Record invoices and payments. Fill in unique invoice IDs in Excel and match received payments. Check credit notes, VAT, disputes, and reminders in the accounting system.
- Perform final reconciliation. Use file 05 for checking contracts, invoices, payments, agreed securities/retentions, and open issues. A calculation result does not mean that final settlement has been agreed.
AB 04, ABT 06, and reverse charge VAT in the construction sector
The payment plan is governed by the terms actually agreed upon by the parties. AB 04/ABT 06 are contractual terms and do not apply automatically. Check the wording of the contract, administrative regulations, any changes, approval mandates, invoicing basis, and security conditions. A Word template or a new status in Excel does not independently change the payment obligation or the contract sum.
Swedish Tax Agency: Reverse charge VAT for construction services may apply when a seller provides a covered construction service to a buyer who meets the rules. It does not apply to all consulting, project management, or equipment rental services, nor automatically to all customers. Under reverse charge, the seller should not charge output VAT on the invoice, but must include the buyer's VAT registration number and the text “Reverse charge”. VAT must be assessed before each actual invoice is issued.
The product is a general template package for administrative project and financial coordination. It does not contain a completed tax assessment, a complete accounting invoice, an automated debt collection or invoicing system, legally binding approvals, guaranteed payment claims, or copies of copyright-protected BKK contract terms. The buyer must fill in relevant project details and check relevant rules themselves or with expert assistance.
Related document templates
- Bill of Quantities & Quantity Regulation 2026/2027 – separate measured quantities, unit prices, and financial reconciliation.
- Change Order (ÄTA) Form & Register 2026/2027 – documentation of additions and alterations.
- Construction Schedule & Production Planning 2026/2027 – milestones, phases, and work planning.
- Notice of Obstruction & Time Extension 2026/2027 – document time-related claims separately from invoicing.
Frequently asked questions about the construction payment plan
What is a payment plan for construction?
It is a document that specifies agreed payment items, times, or performances that trigger payment, and the amounts for each item. Validity and effect are determined by the contract.
Does it include an invoicing schedule and approval?
Yes. Separate Word and PDF templates are included for invoice basis and performance reconciliation with authorization and approval boxes.
Can Excel calculate outstanding and overdue amounts?
Yes, for recorded issued invoices with unique invoice IDs, correctly stated amounts excluding VAT, and related payments. The result is administrative support, not a bank or accounting receipt.
Does Excel calculate VAT and create invoices?
No. VAT treatment is indicated as a category after manual assessment. Actual invoices need to be issued in a separate system that meets accounting and invoicing requirements.
Does reverse charge VAT apply to all construction contracts?
No. Both the nature of the service and the buyer's circumstances are decisive. Check current Swedish Tax Agency rules and invoice formalities in each individual case.
Can the payment plan be used without signing the contract?
As a work draft – yes. But if it is to become a binding contract appendix, the parties' agreements and authorization requirements must be met.
Are the main templates available in English?
No. Five main templates are in Swedish and the package includes a separate English User Guide.
Official sources
- Swedish Tax Agency – Reverse charge VAT in the construction sector.
- Swedish Tax Agency – Right of deduction, invoicing, and reporting.
- Swedish Tax Agency – Services covered.
- Föreningen BKK – Standard agreements AB 04/ABT 06.
Edition 1.0 · Source review 2026-10-14 · Svenska Dokumentmallar, Mallbutiken.se · Self-produced general materials – not individual legal or financial advice.
