Do your own bookkeeping in Sweden – even if you are not an accountant
You do not need to know debits and credits to handle your company's day-to-day bookkeeping in Sweden. With the right way of working it comes down to three things: everything is in the bank, every payment has a supporting document, and you choose what the purchase was for. Here is how it works in UNIKBOK – an automatic bookkeeping program that you can use in English.
The basic idea: the bank is the answer key
Almost every business transaction shows up as a payment on the company bank account. If every transaction has a supporting document and is booked, and the balance in the books matches the bank, most of the work is done. That is the principle UNIKBOK is built around.
How to do it, step by step
Download your bank statement and import it
Everything starts with the bank, because almost every transaction shows up as money in or out of the business account. Log in to your online bank and download the statement for the period you want to book, either as a CSV file or as a PDF. A CSV file is simply a table with date, text and amount. Most banks have a button called something like Export (Exportera) or Download (Ladda ner) in the account overview.
Then go to Bank in UNIKBOK and import the file. Each line of the statement becomes a bank transaction in UNIKBOK, so you can see exactly what has happened on the account – and what needs to be booked.
Do the same with the tax account (skattekonto). Log in to the Swedish Tax Agency's e-service Skattekonto, download the transactions as a CSV file and import it in the same place under Bank in UNIKBOK. This brings everything that happens on the tax account into the books – for example payments, preliminary tax, VAT, employer contributions and interest.
Prefer not to download files every time? You can connect your bank directly to UNIKBOK instead, and the transactions are fetched automatically. It is completely optional – importing a file works just as well.
Photograph receipts and invoices on your phone
Every transaction needs a supporting document. Take a photo of the receipt with your phone, upload a PDF or email the invoice to your digital mailbox (Digital brevlåda). UNIKBOK reads the date, amount and VAT for you, and the document is stored digitally.
Let the system match the receipt to the bank
UNIKBOK finds the bank transaction that belongs to the receipt and suggests a match. You immediately see which payments are missing a document and which receipts have no payment – those are the two lists you want to keep empty.
Choose a ready-made bookkeeping template
This is where you do not need to know debits and credits. You choose what the purchase was for – for example a computer, rent, phone, advertising or travel – and the template picks the right accounts and the right VAT. UNIKBOK has more than 50 templates for common transactions, and the system remembers which accounts you usually use.
Review and book
Check that the date and amount are correct, and book. Every entry gets a numbered voucher with the document attached, just as the Swedish Bookkeeping Act requires. If something is wrong you fix it with a correction – nothing needs to be deleted.
Invoice your customers from the same system
When you create and send customer invoices in UNIKBOK, your sales are connected to the bookkeeping. The customer's payment can then be matched to the invoice when it arrives in the bank.
Follow the reports and report VAT
The income statement, balance sheet and VAT report are updated as soon as you book. When it is time for the VAT return, the figures are ready.
A routine that keeps the books in order
- Right away: Photograph the receipt when you pay, before it gets lost.
- Every week: Import the week's bank statement (or let the bank connection fetch it), approve the matches and book.
- Every VAT period: Check that no payments are missing documents and generate the VAT report.
- Every year: Do the year-end closing, yourself or with help from an accountant.
When is it wise to get help?
Handling the day-to-day bookkeeping yourself works well for many small businesses. Get help from an accountant for the year-end closing and annual report, for larger investments or unusual transactions, and whenever you are unsure. In UNIKBOK you can invite your accountant to the same company, so you work in the same books.
Frequently asked questions
Can I do my own bookkeeping in Sweden without being an accountant?
Yes. For many small businesses with a limited number of transactions it works well to handle the day-to-day bookkeeping yourself, especially with a program that matches bank transactions and receipts and has ready-made bookkeeping templates.
Do I need to know debits and credits?
No, not for normal day-to-day bookkeeping. The templates choose the accounts and VAT for you. It still helps to understand the basics, because it makes it easier to spot when something is wrong.
Can I use UNIKBOK in English?
Yes. UNIKBOK can be used in English, while the bookkeeping follows Swedish rules – the BAS chart of accounts, Swedish VAT and the Swedish Tax Agency's formats.
How often should I do my bookkeeping?
Cash receipts and payments must be recorded no later than the next working day, and other transactions as soon as possible. Many people find it works best to set aside some time every week.
Who is responsible if something goes wrong?
The responsibility for the bookkeeping always lies with the company, whether you do it yourself or hire someone. That is why documents must be kept and errors corrected the right way.
Try doing your own bookkeeping in UNIKBOK
Import your first bank statement, photograph a few receipts and see how matching and templates do the work. You can try every feature free for two months – in English.
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