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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 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

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 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 online shops 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 online shops 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.

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.