Work orders and ROT invoices for electrical, plumbing and heat pumps
Electrical, plumbing, ventilation, heat pumps. The customer wants a quote, the job runs half a day longer than planned, and the materials are on a note in the van.
A week in an installation company
An installation company lives on three kinds of job: quoted installations, service agreements that come round once or twice a year, and urgent fault calls that have to fit into a week that is already full. Private customers want ROT; contractors want the reverse charge.
- 01
Enquiry and quote
A homeowner wants a new consumer unit or a heat pump. Somebody goes out, measures and writes a quote — a fixed price, or time and materials with an estimate of hours and parts.
Where it breaksThe quote is written in Word, sent as a PDF and chased on instinct. Nobody knows whether the customer opened it.
- 02
Planning
The job has to go to a technician with the right authorisation, on a day when the parts have arrived and the customer is home. The service agreements go in at the same time, and the urgent leak goes before everything.
Where it breaksThe plan lives with one person, and when that person is ill nobody knows which technician has which job.
- 03
On site
More turns up: an extra socket, a valve that has to be replaced, another hour. Parts come from the van or are fetched from the wholesaler.
Where it breaksThe extra parts are on a note. Whatever cannot be read on Monday is never invoiced.
- 04
Done and reconciled
The foreman goes through hours and parts per job. On a fixed price the time still has to be reconciled, and for ROT Skatteverket must be given the number of hours worked.
Where it breaksThe hours are in one system, the parts in another and the price in the quote. None of them knows about the others.
- 05
Invoice with ROT
Labour and parts are split, ROT comes off the labour and the customer pays their share. Building contractors are invoiced without VAT under the reverse charge.
Where it breaksROT is computed on the invoice total, or on the labour excluding VAT — both wrong, in opposite directions.
Built for Swedish rules
The rules behind an installation invoice
An installer has two sets of rules pulling in different directions: ROT towards private people and the reverse charge towards building companies. A mistake either way becomes a correction long afterwards.
- ROT: 30 per cent of the labour
- The deduction is at most 30 per cent of the labour cost including VAT. Materials, travel, equipment and administration do not qualify. Between 12 May and 31 December 2025 the rate was temporarily 50 per cent for work completed and paid in that period; 30 applies again now.
- What counts
- On Skatteverket’s list: modernising the electrics, installing or extending a consumer unit, a charging point on the façade or in the garage, plumbing work, and installing or replacing a heat pump. Not alarms or security cameras, fault-finding on its own, or a free-standing charging post. ROT and the green-technology tax reduction cannot be given for the same work.
- The home and the customer
- The customer must own the home while the work is done. In a tenant-owned apartment the deduction covers work inside the apartment, and the claim needs the association’s organisation number and the apartment number; for a house, the property designation. If the home is less than five years old, the work may only restore what was there.
- Hours, even on a fixed price
- The claim has to state the hours actually worked and the material cost per job, whether the job was fixed-price or hourly. It is made once the work is done and paid for, by 31 January of the following year, and needs F-skatt and electronic payment.
- The ceiling
- ROT may be at most 50 000 kronor per person and year, within a combined ceiling of 75 000 kronor for ROT and RUT. The ceiling is shared with every other company the customer uses.
- Reverse charge in construction
- If you sell construction services to a company that itself sells construction services more than occasionally, the invoice carries no VAT, states the buyer’s VAT number and refers to the reverse charge. Towards private people you always charge VAT, at 25 per cent.
Checked against the authorities’ own pages — Skatteverket, Arbetsmiljöverket and the county administrative boards — in October 2026. This is a summary, not tax advice: in a single case the authority’s text decides, and amounts and rates change.
The same week in Closepact
Every row below is built, and carries the module and tier it needs. What is not built is in the next section.
- Quote and signatureOffers & e-signing · Väx
- The quote is built from a template with price lines — quantity, unit price, discount and VAT per line, with optional lines the customer can tick — and shows a preliminary ROT deduction on the labour. It goes out as a link of its own. You see when it is opened, and on Väx how long each page was read. The customer accepts at the link; an agreement is e-signed after a one-time code by email, with IP address and browser recorded and the events chained with SHA-256.
- The work orderScheduling & work orders · Start
- The job is set up with customer, service address, fixed price or time and materials, a ROT flag and the customer’s window — earliest and latest — kept apart from the planned time. On Väx an accepted quote becomes the work order by itself, with the customer, the service address, the accepted lines and the ROT choice carried over, and waits in the queue to be planned.
- Planning by authorisationScheduling & work orders · Väx
- Filter staff by competence — an authorised electrician, a refrigerant certificate — before you drag the job onto somebody. Service agreements sit as recurring jobs, every six or twelve months. Clashes and absence show before you save.
- On siteScheduling & work orders · Väx
- The technician sees the job in the field app, clocks in with a position, works the checklist and adds extra parts with quantity and price straight onto the work order. Photos and the customer’s signature are taken when the job is marked done. Clock-ins work without coverage; parts, photos and the signature need a connection.
- A basis that reconcilesScheduling & work orders · Start
- When the job is done, approved hours, parts and the fixed price become an invoice basis. On a fixed price the hours stay on the basis as unbilled zero lines, so the hour count Skatteverket asks for is still there. Anything lacking approval or an hourly rate is warned about by name.
- ROT on the right lineInvoicing & receivables · Väx
- The basis becomes an invoice draft with one action. ROT is 30 per cent of the labour including VAT, only on labour lines, on a negative line at the bottom. The invoice states that the annual ceiling has not been checked, and the state’s share posts to 1513.
Honest about the edges
What Closepact does not do for installation companies
This is here because it is cheaper to read now than to discover after the contract is signed.
An accepted quote becomes a work order to be planned, not a booked visit: somebody still places it in the schedule. The ROT figure on the quote is a preliminary estimate without the annual ceiling; the deduction itself is made on the invoice.
The reverse charge is not built. A customer can be marked for construction reverse charge, but nothing on the invoice reads it: the lines have to be set to 0 per cent by hand, and the invoice does not print the reference. An invoice to a building company is therefore not complete from us today.
Closepact does not send the ROT claim to Skatteverket — there is no API for it — but builds the file from paid invoices, with the hours and the work type per line, for you to import and sign with BankID in the e-service. The buyer’s personnummer and the fastighetsbeteckning — or the association’s organisation number and the apartment number — are entered on the customer, printed on the invoice and carried into the file.
Shared ownership: a job where the customer owns less than 100 per cent does not become an invoice draft automatically — that invoice you write by hand.
The green-technology tax reduction is not computed. ROT is; a solar or battery installation that should carry the green-technology reduction has to be invoiced some other way.
No price lists per customer — they are marked “planned” — no route optimisation, and no automatic clock-in when the technician arrives; the position is taken when the button is pressed.
What it costs an installation company of eight
Six technicians, a working foreman and an owner. The owner and the foreman write the quotes and do the invoicing; all eight log in to the schedule.
Väx in all three: the price table in quotes, recurring service agreements and GPS-verified clock-in in the schedule, and ROT in invoicing all start at Väx. Three modules take 25 per cent off the whole amount.
Prices in SEK per month excluding VAT, on an annual agreement. Each module has a 14-day trial, no card. Seats are counted per module, the way the calculator on the pricing page counts them.
Per month, priced the way the pricing page prices it
| Offers & e-signing · Väx | 758 kr |
|---|---|
| 2 users · 2 × 379 kr | |
| Scheduling & work orders · Väx | 796 kr |
| 8 users · base fee 619 kr, 5 users included · 3 more at 59 kr | |
| Invoicing & receivables · Väx | 279 kr |
| 2 users · base fee 279 kr, 5 users included | |
| Modules | 1 833 kr |
| Bundle discount 25 % | −458 kr |
| Per month, excl. VAT | 1 375 kr |
Buy one. Buy two. Buy all three.
Each module is whole on its own. Together they stop being three systems exporting files to one another.
Offers & e-signing
Build, send and sign offers, and see when the customer reads them.
From 199 kr/user/month
Scheduling & work orders
Plan jobs, track time on site, and get the invoicing basis without retyping it.
From 449 kr/month
Invoicing & receivables
Invoices and VAT per line. ROT/RUT, reminders and SIE export from the Väx tier.
From 139 kr/month
Common questions
Questions installation companies ask
How is the ROT deduction calculated on the invoice?
Thirty per cent of the labour cost including VAT, and only on the labour lines. An example: labour of 26 000 kronor plus 6 500 in VAT is 32 500 kronor, and the deduction 9 750. Parts sit on lines of their own and do not affect the deduction, even if somebody ticks them as eligible — the line type decides. The deduction appears as a negative line at a VAT rate of zero, and the invoice shows the total, the deduction and what the customer pays. The state’s share posts to 1513 until Skatteverket pays.
Can we invoice a building contractor under the reverse charge?
Not correctly today, and we would rather say so now. A customer can be marked for construction reverse charge, but the invoice does not read that mark: the VAT on the lines has to be set to zero by hand, and the reverse-charge reference Skatteverket requires is not printed. The buyer’s VAT number is printed if it is on the customer. Invoices to contractors are best issued in your current program until this is built.
How are fixed-price jobs handled?
The work order gets an agreed price, and that is what is invoiced. The hours that were clocked and approved still travel to the invoice basis as lines with an amount of zero and the reason written out, so you can see whether the job made money, and so the number of hours worked is there when the ROT claim is made. The invoice itself shows the agreed price, not the hours.
Can technicians report extra parts on site?
Yes. In the field app the technician adds parts with a description, quantity, unit and price straight onto the work order; that needs a connection, unlike clocking in. The parts land on the invoice basis as lines of their own, apart from the labour, and therefore never in the ROT base. Photos and the customer’s signature are taken when the job is marked done, and a checklist with required items has to be ticked off first.
Can we schedule service agreements that come round every year?
Yes, as recurring jobs: a rule with an interval in months — every sixth or every twelfth — and a start and end date. Jobs are written out a set number of days ahead, at most 120, and land unassigned in the queue where you put a technician on. A rule the system does not understand is refused when you save it, rather than producing wrong dates later. Recurring jobs are included from Väx.
What would it cost us?
The worked example above — six technicians, a foreman and an owner, Väx in all three modules — comes to 1 375 kr a month excluding VAT, after the 25 per cent bundle discount. The quote module is priced per user, so count only the people who send quotes. You can start with one module; each has a 14-day trial with no card.
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