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Accounting and invoicing for online shops

An order comes in, goods go out, the invoice has to be right, a return comes back. An online shop produces documents by the minute. Saldiqo fetches the orders from your shop, writes the invoice and delivery note and matches the payment at the end.

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What comes up for online shops

Many small orders

Hundreds of orders a month with a few euros of goods each are common. Each needs an invoice, a delivery note and a payment received.

Several sales channels

Own shop, marketplace, social media: orders come from different sources and have to end up in one place.

Returns and refunds

Part of the goods come back. Every return needs a credit note that matches the original invoice.

Stock and shipping

Pick list, shipping list and tracking numbers belong to the order. Stock should be right before someone sells something that no longer exists.

How Saldiqo helps

  • Fetch ordersSaldiqo retrieves orders from WooCommerce, Shopify or Billbee. There is also a CSV import for other channels and manual orders.
  • Invoice and delivery note per orderFrom an order you create an invoice, a delivery note and, if needed, a credit note. Everything stays linked.
  • Stock, pick list, shipping listFor items with stock tracking, stock falls with the order and rises again on cancellation and return. The pick list combines the items of several orders, the shipping list provides the data for the carrier.
  • Report shippedFor WooCommerce Saldiqo reports the shipment with its tracking number back to the shop.
  • Match paymentsUpload the bank statement: Saldiqo matches payments to invoices, also for purchase on account. Whoever does not pay gets a reminder.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Items as per order, shipping shown separately
  • Parcel shipping, tracking number on the delivery note
  • Voucher, redeemed as a discount
  • Credit note: return of two items
  • Packaging and extra service
  • Delivery to another EU country

Tax and invoicing in the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

Frequently asked questions

Which shops can Saldiqo connect?

WooCommerce, Shopify and Billbee. For other channels there is the CSV import with its own template and the manual order. You enter the access details yourself.

How do I handle returns?

You create a credit note or cancellation for the invoice. It stays linked to the order and the original invoice.

Can I show deliveries to other countries?

Saldiqo has the tax types intra-EU supply, reverse charge and export. Which rule applies to a delivery, you clear with your tax adviser.

Do online shops in the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do online shops in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should online shops keep invoices?

Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.