Customer Onboarding & B2B Billing Instructions – Customer Cards, E-Invoicing and Excel Registers | Word/PDF/Excel

Customer onboarding and billing instructions for businesses – Word, PDF and Excel. An administrative package to collect and verify business customers' billing address, company details, purchase references and e-invoice information. Suitable for finance departments, consultants and small businesses that want to organize their B2B customer data. The purchase includes 15 customer files in a digital ZIP.

Important disclaimer: the documents are not invoices, not an accounting system and do not perform automatic VAT checks. They do not create a payment obligation or the right to change an agreement. The actual content of the invoice, VAT and technical delivery must be checked separately for each transaction.

What are customer onboarding and billing instructions used for?

When a new business customer is onboarded or an existing customer changes their details, the salesperson needs to know which legal entity is to be invoiced, which address and reference apply and whether the invoice should be sent via Peppol or another channel. The package provides separate documents for data collection, change control, invoice preparation and e-invoice settings.

All documents and file formats

File	Function	Language / format
Customer onboarding and customer card	Details of the legal buyer, references and verification source	Swedish · DOCX + PDF
B2B billing instructions	Instructions on billing address, references, receiving channel and Peppol ID	Swedish · DOCX + PDF
Customer data change request	Previous and new details and authorization check	Swedish · DOCX + PDF
Invoice check – checklist	Checking details before invoicing in a separate invoicing system	Swedish · DOCX + PDF
E-invoice – test protocol	Technical receipt check, acknowledgment and deviations	Swedish · DOCX + PDF
Swedish user guide	Filling order, legal limitations, invoice requirements and GDPR	Swedish · DOCX + PDF
English User Guide	English instructions for Swedish working documents	English · DOCX + PDF
Excel register – 9 tabs	Overview, customer register, instructions, changes, checks, e-invoice, deviations, sources, Read me	Swedish · XLSX

Practical workflow

1. Collect and verify company name, organization number and billing details in the customer card.
2. Check agreed payment information and actual receiving channel. Send or read in the billing instructions.
3. When changing: document old and new details and verify sensitive changes via an independent, previously known contact channel.
4. Before invoicing: use the checklist in connection with a separate invoicing program. Assess the applicable VAT situation.
5. For e-invoices: test technical format and receipt, document acknowledgment and handle deviations.
6. Follow up cases in Excel. An administrative status is not proof of legal compliance.

Excel – customer register with nine tabs

The overview summarizes registered customers, customer cards with manual status value “Complete”, ongoing change cases, technically completed e-invoice checks and open deviations. The workbook is delivered empty, without example persons and without external connections. No formula determines whether an invoice is legally or tax-correct. Edited in Excel or a compatible spreadsheet program.

Rules and limitations under Swedish law

An invoice must normally contain the details specified in Chapter 17, Section 24 of the Value Added Tax Act (2023:200). There are special rules for, for example, simplified invoices and certain VAT situations. The Swedish Tax Agency explains the content of an invoice and exceptions.

A PDF sent via email is not automatically a structured e-invoice. The Act (2018:1277) applies under special conditions to invoices resulting from public procurement, not all private B2B invoices. The Swedish Public Procurement Authority on e-invoice rules.

Customer registers with names and contact details of natural persons are subject to GDPR when personal data is processed. The company needs to assess the legal basis, purpose, access and deletion. IMY on legal basis.

Frequently asked questions

Is the customer card an invoice?

No. The customer card is a document with administrative details. The actual invoice is issued in the invoicing system and must meet applicable requirements for content and VAT.

Can I send a PDF instead of a Peppol invoice?

It depends on the recipient and applicable rules. A PDF via email is not a structured e-invoice. Certain public procurements are subject to requirements for structured e-invoices.

Can Excel automatically check VAT and creditworthiness?

No. The workbook counts administrative cases and status values. It does not perform VAT calculation, credit assessment or legal check.

How do I handle changed payment details?

The change should be verified through an independent, known contact channel. An email with new details is not enough as a secure check; especially changes to bank details require caution.

Are the templates in English?

The five working documents and the Swedish guide are in Swedish. The accompanying English User Guide explains their use in English but does not constitute a translation of the documents.

Related templates

See Invoice templates when you need an actual invoice template or another document for customer invoicing.

Sources and version

Product version 1.0. Internal AI-assisted review of legal sources 28 October 2026: Swedish Tax Agency, Value Added Tax Act (2023:200) Chapter 17, Act (2018:1277) and IMY's GDPR guidance. Functional document tests have been performed. No external legal review or authority approval is claimed.