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Accounting and invoicing for heat pump installers

Planning, grant application, delivery, installation and commissioning: heat pumps are large jobs with many parties and long lead times. Saldiqo issues stage invoices at order, delivery and commissioning, bills grant and own contribution separately and records manufacturers’ invoices.

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What comes up for heat pump installers

Large jobs with long lead times

The heat pump arrives weeks after the order. The firm advances the manufacturer’s price before the customer pays.

Grant and own contribution

Customers apply for grants, and the invoice has to show components so that the application is possible.

Servicing afterwards

Maintenance contracts secure recurring income when they are billed on time.

How Saldiqo helps

  • Stage invoices at order, delivery, commissioningQuote, stage invoices, final invoice.
  • Lines for the grant applicationUnit, installation and ancillary work as separate lines.
  • Manufacturer invoices per projectRecord invoices and assign them to the job’s cost centre.
  • Servicing as a recurring invoiceSaldiqo creates yearly servicing on schedule.

Typical invoice lines

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

  • Air-to-water heat pump, supply
  • Installation and hydraulic balancing
  • Commissioning and briefing
  • Buffer tank and accessories as per delivery note
  • Removal of the old system, disposal
  • Stage invoice 40 % on ordering the unit

Tax and invoicing in Cyprus

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

VAT
Rates 19 %, 9 %, 5 % and 3 %, plus 0 % until 31 December 2026 for infant milk, nappies, hygiene products and fresh fruit and vegetables.
VAT registration
The threshold is €15,600 of taxable turnover over 12 months, or expected within the next 30 days. If you sell services to businesses in other EU countries, you generally register from the first sale. Until you are registered, Saldiqo leaves VAT off and adds up your turnover.
What goes on an invoice
Even businesses that are not VAT registered must issue invoices and receipts. Companies show their name, HE number, the words “private company” where they apply, and their registered office. Notes such as reverse charge appear in Greek and English.
Invoice timing
Issue invoices within 30 days.
E-invoicing
There is no mandate. Public bodies accept e-invoices (Peppol BIS 3.0) and suppliers send them voluntarily. EU rules follow from 1 July 2030.
VAT returns
VAT4 returns are filed online through TFA, quarterly with staggered periods, by the 10th of the second month after the period, moved to the next working day if it falls on a weekend. Saldiqo does not file returns.
Record keeping
Plan for 10 years. The minimum is 6 years, VAT records can need up to 7 years, and OSS records 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in Greek or English and send invoices in either language.

Frequently asked questions

How do I bill units with a long lead time?

With a stage invoice on order. More stages at delivery and commissioning, and the final invoice deducts them all.

Can I show lines for grant applications separately?

Yes. Unit, installation and ancillary services as separate lines. What details an application requires you clear with the funding body.

Do heat pump installers in Cyprus have to charge VAT?

Once they are registered, yes. The threshold is €15,600 over 12 months, or expected within 30 days. Services to businesses in other EU countries require registration from the first sale.

Do heat pump installers in Cyprus need e-invoicing?

No. Public bodies accept e-invoices through Peppol and suppliers use it voluntarily. EU rules follow from July 2030, so PDF invoices remain fine today.

How long should heat pump installers keep invoices?

Plan for 10 years: the minimum is 6 years, VAT records can need up to 7 and OSS records 10. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

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