Invoicing as a photographer in Serbia: IPS QR, deposits, VAT and SEF

What an IPS QR code is

IPS is the National Bank of Serbia's instant payment system, moving money between accounts at different banks in seconds, any day and at any time. The NBS standard for IPS QR codes encodes the payee account, payee name, amount, currency, payment code, purpose and reference number. The client scans it in their bank's app and confirms — no typing an 18-digit account number, no wrong references.

What the invoice should contain

1. Your business name, address, tax ID (PIB) and registration number.
2. Bank account and bank name.
3. Client name and address; for companies also their tax ID and registration number.
4. Sequential invoice number, place and date of issue.
5. Date of service.
6. Description, quantity, unit price and total.
7. Any deposit already paid and the amount due.
8. Payment terms, reference number and optionally an IPS QR code.
9. For VAT payers: base, rate and VAT amount; otherwise a note that you are not in the VAT system.

VAT or not

Most sole-trader photographers start outside the VAT system because their turnover is below the legal threshold. Their invoices show no VAT and usually carry a note such as „Obveznik nije u sistemu PDV-a” (the issuer is not registered for VAT). Once turnover over the previous 12 months exceeds the threshold set by the VAT law, you register and start charging VAT.

Proforma, deposit and final invoice

1. 1

   Proforma for the deposit

   A proforma is a payment request, not an accounting document. Send it after the contract is signed, with the deposit, due date and IPS QR code.

2. 2

   Advance invoice (VAT payers)

   VAT-registered businesses generally issue an advance invoice and account for VAT once the deposit arrives.

3. 3

   Final invoice

   After the job, invoice the full amount minus the deposit, showing the balance due.

4. 4

   Track the payment

   Match the payment on your bank statement and mark the invoice paid; send a friendly reminder before the due date.

SEF e-invoicing

SEF is Serbia's state e-invoicing system. Invoices to companies, sole traders (B2B) and the public sector (B2G) generally go through SEF, depending on your status and the client's; invoices to private individuals, such as couples booking a wedding, do not. You can type an invoice into the SEF portal or upload a UBL XML file. Captures creates invoices and proformas with IPS QR codes and exports UBL e-invoices ready to upload to SEF.

• Put payment terms in the contract, not only on the invoice.
• Add an IPS QR code to every proforma and invoice.
• Import bank statements weekly to keep payment tracking current.
• Check with your accountant whether fiscal receipts apply when you charge private individuals.