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Accounting and invoicing for planning firms

Work stages, stage invoices by progress, reports by effort: whoever plans and surveys bills in phases and steps. Saldiqo issues stage invoices from the quote, runs the final invoice and shows per project what is already paid.

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What comes up for planning and surveying firms

Billing in phases

Planning services are delivered and billed in steps. Every step has a stage invoice, and at the end comes a final invoice.

Long project durations

A project lasts months to years. Open stage invoices and late payments have to stay in view.

Disbursements

Travel, plots, copies and survey fees are often passed on as a flat fee or at cost.

Several projects in parallel

Every project has its own fees, costs and dates. The figures should be visible per project.

How Saldiqo helps

  • Stage invoices from the quoteFee by work stage as a quote, and you issue the stage invoices straight from it.
  • Final invoiceThe final invoice deducts all stage invoices already paid.
  • Cost centre per projectAssign invoices, expenses and time to a project and see the report per cost centre.
  • Time tracking for effort-based workReports and consulting by effort you record in hours and create the invoice from them.

Typical invoice lines

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

  • Work stage 3, stage invoice 1 of 3
  • Work stage 4, planning application
  • Disbursements, flat fee
  • Report by effort, hours
  • Site visit, travel
  • Plots and copies as per receipt

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 by work stage?

Yes. You write the fee as a quote and issue the stage invoices straight from it. The final invoice deducts them.

How do I see what a project earns?

With cost centres. You assign invoices, expenses and time to the project.

Do planning and surveying firms 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 planning and surveying firms 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 planning and surveying firms 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.