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Accounting and invoicing for coffee roasters

Green coffee from abroad, roasting by origin, subscriptions, hospitality and offices: a roastery buys raw goods in large quantities and sells in bags to many. Saldiqo issues invoices for hospitality and offices, creates subscriptions as recurring invoices and records green coffee and packaging invoices per batch.

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What comes up for coffee roasters

Green coffee from abroad

Purchases in foreign currency or through importers, with long lead times and high goods value.

Subscriptions and regulars

Offices and cafés buy the same quantity every week or month. Subscriptions run automatically.

Online and wholesale

The own shop and hospitality supply have different prices and invoices.

How Saldiqo helps

  • Subscriptions as recurring invoicesFixed quantities are created by a recurring invoice on schedule.
  • Delivery note and invoiceFor changing quantities delivery note and invoice from the same job.
  • Orders from the shopFetch orders from WooCommerce, Shopify or Billbee and bill them.
  • Record green coffee and packagingRecord supplier invoices with their due date.

Typical invoice lines

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

  • House espresso blend, 5 kilograms, Monday delivery
  • Office coffee subscription, November
  • Single origin filter coffee, 1 kilogram
  • Tasting for a team, 8 people
  • Deposit for containers
  • Shipping as per order

Tax and invoicing in Malta

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

VAT
Rates 18 %, 12 %, 7 % and 5 %. Malta has no zero rate in law. Exports, EU supplies, food and medicines are exempt with credit, which lets you reclaim input VAT. Exempt without credit does not.
Article 11 small undertakings
With up to €35,000 of domestic turnover a year you can be exempt under Article 11. The status ends on the day the limit is passed, and you still register with the VAT department. Saldiqo adds the exemption note and leaves VAT off.
Tax invoice or fiscal receipt
A tax invoice is issued only when the customer gives you a VAT number. Otherwise a fiscal receipt from an approved system is required. Saldiqo writes invoices. It is not a fiscal receipt system, and a Saldiqo PDF does not replace a fiscal receipt.
Invoice timing
Issue the invoice by the 15th of the following month, or when payment arrives if that comes first. Simplified invoices are allowed up to €100.
E-invoicing
There is no mandate. Public bodies accept e-invoices through Peppol (EN 16931). The tax authority plans e-invoicing and real-time reporting but has set no dates, and EU rules apply from 1 July 2030.
VAT returns
Returns are due by the 15th day of the second month after the period, with 7 extra days when you file and pay electronically. Article 11 businesses file a yearly declaration by 15 February. Saldiqo does not file returns.
Record keeping
VAT records for 6 years, income tax records for 9 years and company records for 10 years. Plan for 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in English or Maltese and send invoices in either language.

Frequently asked questions

Can I bill coffee subscriptions automatically?

Yes. A recurring invoice per customer creates the invoice on schedule.

Can I connect my online shop?

Saldiqo fetches orders from WooCommerce, Shopify or Billbee and creates invoice and delivery note.

Do coffee roasters in Malta have to charge VAT?

If you are registered under Article 10, yes. Small undertakings under Article 11 with domestic turnover of up to €35,000 a year are exempt from charging VAT, but the status ends on the day the limit is passed.

Do coffee roasters in Malta need a fiscal receipt?

Sales to consumers need a fiscal receipt from an approved fiscal receipt system, and Article 11 businesses use one for all sales. Saldiqo is not such a system. It covers tax invoices to customers who give you their VAT number.

How long should coffee roasters keep invoices?

VAT records for 6 years, income tax records for 9 years and company records for 10 years, so plan for 10 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

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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.