Running a business as a sole proprietor in Sweden means handling everything yourself, from customer service to bookkeeping. One of the biggest decisions you’ll make is how to manage sales, which often involves working with a cash register. Once you choose a setup, you’ll need to ensure it complies with Swedish tax laws—ideally without adding extra admin work.

Below, we’ll discuss how to make the right choice without wasting money, risking fines, or overcomplicating your workflow.

What’s in this article?

• How to choose a cash register as a sole proprietor in Sweden
  
• Should sole proprietors buy or lease a cash register?
  
• How can a sole proprietor integrate a cash register with accounting software?
  

How to choose a cash register as a sole proprietor in Sweden

The right cash register depends on how and where you run your business. A café owner has different needs compared to a market vendor, for example. But no matter what you sell, a few factors should guide your decision.

Ease of use

You’ll be using your register daily and potentially training staff on it. A complicated system slows down your operations. Look for a register that’s intuitive—something you can learn to use quickly. If possible, test a demo before you buy.

Tax compliance

If you accept in-person payments in Sweden, your register must be certified and connected to a control unit. This secure device records all transactions, and ensures you comply with the rules set by Skatteverket (the Swedish Tax Agency). Noncompliance can result in fines, so make sure that what you select is an approved system.

Total cost

Factor in the costs of the register, including the up-front purchase price, any monthly software fees or service contracts, extra supplies you might need (such as receipt paper and a barcode scanner), and repairs under warranty. A cheaper register that fails quickly isn’t a bargain; sometimes paying more up front for a reliable model can save money in the long term.

Portability and setup

If you run a café or boutique, a sturdy countertop register with a cash drawer makes sense. But if you sell at markets, events, or client sites, consider a lightweight, battery-powered model or a tablet-based point-of-sale (POS) system.

Integration with your business tools

Your cash register should work with the rest of your business. Look for one that syncs with:

• Accounting software to log sales and value-added tax (VAT)

• Inventory tracking to update stock in real time

• Card readers and payment processors

• Ecommerce or invoicing tools, if you also sell online

Should sole proprietors buy or lease a cash register?

Once you’ve determined what kind of cash register you need, the next decision is whether to buy or lease it. The right choice will depend on your business’s budget, stability, and long-term needs. Here’s how these options compare.

Buying a cash register

Here are the benefits of owning your cash register:

• No monthly fees: After the initial purchase, costs are limited to occasional maintenance and software updates.

• Long-term savings: Over several years, buying is usually cheaper than leasing.

• Resale value: You can sell the register later, or continue using it indefinitely.

Buy a register if you have the cash to invest up front, you plan to use the same register for years, and your business is stable and operates year-round (e.g., a retail shop, café, salon). Up-front costs can be high, especially if you need a full setup, such as a register, printer, control unit, accessories, etc. But if you have the budget, owning your system is more cost-effective in the long run.

Leasing a cash register

Here are the benefits of leasing (or renting) a cash register:

• Lower initial cost: Instead of a big up-front expense, you spread payments over time.

• Easier upgrades: If your system becomes outdated, it’s usually simpler to swap under a lease.

• Included support: Many rental agreements cover maintenance and software updates.

Lease a register if you want to keep startup costs low, you prefer built-in support and easy upgrades, or you run a seasonal business. If you need a register only during the summer or holidays, leasing lets you return it when you’re done. But note that since you’re always paying, leasing is more expensive in the long run. Additionally, make sure to read the fine print to check contracts for minimum terms or cancellation fees.

Many sole proprietors might start by leasing a register and then buying it once their businesses are more stable. If you’re unsure, ask suppliers for cost comparisons over three to five years to see the total cost of each option.

How can a sole proprietor integrate a cash register with accounting software?

In Sweden, sole proprietors must keep accurate records and report VAT (which is known as mervärdesskatt or moms there). Integrating your cash register with accounting software can make this process much faster, easier, and more accurate. You can reduce mistyped sales figures, missing VAT records, and needing to store physical Z-reports (i.e., summaries of daily sales) and receipts; and pull accurate, time-stamped transaction records more easily if Skatteverket inspects your business.

Here’s how integration works and why it matters.

Automated bookkeeping and tax reporting

Traditionally, businesses closed out their cash registers each day, generated Z-reports, and manually entered the data into their accounting systems. This process is slow and prone to mistakes.

Many cash registers and cloud-based POS systems can now sync directly with accounting software, such as Bjorn Lunden. A system that’s integrated with this software automatically sends daily sales totals, including VAT breakdowns, to your accounting records with no manual input required. At tax season, your reports will already be up-to-date.

If your register doesn’t integrate directly, search for one that allows data exports via SD card or USB, or use middleware services such as Zapier to connect systems. Many providers offer plug-and-play integrations that require only an initial setup.

Stripe integration for easy payment tracking

If you use Stripe for online or in-person payments, you have additional automation options. Stripe can integrate with accounting software such as QuickBooks and Xero via apps from the Stripe App Marketplace to record every card payment, invoice, and payout without manual entry. Even if you use a Swedish accounting platform, you can usually import Stripe data into your systems or connect through third-party services.

By syncing Stripe with your bookkeeping, you can track all transactions—cash sales, card payments, and online invoices—in one system. This keeps your financial records organized and ready for audit.

An integration might take a little effort up front, but once configured, it runs automatically. If you’re not tech-savvy, an accountant or information technology (IT) consultant can help with the setup.