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User guide Inexchange

Create invoices

  1. USER GUIDE
    1. Dashboard
    2. User details
    3. Switch between companies
    4. Change password
  2. INVOICES
    1. Activate “Create invoice”
    2. Create invoice
    3. Credit invoice
    4. Invoices to manage
    5. - Select and change delivery method
    6. - Add attachment
    7. - Correct invoice
    8. Sent invoices
    9. Received invoices
    10. Copy an invoice
  3. REGISTERS
    1. Customers
    2. Suppliers
  4. SETTINGS
    1. Subscriptions
    2. General – Company info
    3. General – Contact info
    4. General – Reports
    5. General – User management
    6. Cancellation of the service
    7. Cancel the termination
    8. Accounts receivable – FTP settings
    9. Accounts receivable – Invoice settings
    10. Accounts receivable – Print settings
    11. Accounts payable – Reference management
  5. SUPPLIER INVOICE BASIC
    1. Activate Supplier Invoice Basic in Inexchange
    2. When an invoice is received
    3. Your company is already registered in Peppol
  6. INEXCHANGE STORE
    1. Change Customer Invoice Subscription
  7. OTHER
    1. PDF upload
    2. Verify company details
    3. Signing process

How do I create a manual invoice?

This article explains the full process of creating a manual invoice. You will learn step by step how to select a customer, enter invoice details, add items, and send the invoice.

To create a manual invoice, you must first activate the Create invoice feature in the menu. If the button is not visible, you can read more here: Activate Create Invoice.

Step 1: Open invoice template

Click Create invoice in the left menu. A form opens where you enter all required invoice information.

User uploaded image

Step 2: Select customer

Search for the customer in the Customer field. You can search by:

  • Company name
  • Organization number
  • Customer number
  • VAT number
  • GLN number

If the customer is connected as an e-invoice recipient, a suggestion appears. Select it to automatically fill in customer information. Complete the details if needed and click Continue.

User uploaded image

Step 3: Choose delivery method

After selecting the customer, choose how the invoice will be delivered. If the customer is connected as an e-invoice recipient, e-invoice is chosen automatically, but you can change the delivery method.

  1. Check the customer's address details under Customer information.
  2. Open the tab Delivery method.
  3. Select whether the invoice should be sent as e-invoice, PDF or Paper.
  4. If you select PDF, click Add email address and enter the recipient's address.
  5. If you select Paper, click Add invoice address and enter the postal address.
  6. Finish by clicking Save.

Kundinformation med faktura och leveransadress

Flik för leveransinställningar

Val av e faktura, PDF eller Papper

Step 4: Enter invoice information

In the Invoice information section, enter:

  • Invoice type
  • Invoice number
  • Invoice date and due date
  • Reference number and order number if required

Click Show more to display additional fields. Some customers require specific references – always ensure the information is correct.

You can also edit the customer details directly on the invoice creation page by clicking Edit Customer. By clicking the purple text to the right of Delivery Method, you can also change the delivery options directly on the same page.

Step 5: Add items

Enter item number, description, quantity, unit, price, discount and VAT. Amounts and totals are calculated automatically. Click Add new row to add more items.

Below the item rows, you will find several functions:

  • Add new row – creates a new empty item row where you can enter details.

  • Change VAT rate on all rows – opens a window where you can choose a VAT rate that will then be automatically updated on all rows.

  • Add discount – here you can add a discount that applies to the entire invoice. You can choose whether the discount should be specified as a percentage or as a fixed amount.

  • Add fee – adds an extra fee to the entire invoice, for example a handling fee.

  • Delete row – click the trash bin icon on the far right of the row to delete a specific item row.

Step 6: Add comments and attachments

Add a comment to provide extra information to the recipient. If you need to include documents, upload them under Attachments.

Step 7: Preview the invoice

Click Preview located on the same row as Send invoice to see how the invoice will appear to the recipient before sending.

Step 8: Save or send the invoice

Choose one of the following options:

  • Save draft – the invoice is saved and can be edited later.
  • Send invoice – the invoice is sent directly to the recipient.

When sending the invoice, a confirmation window appears where you can review all details before approving the final send.

User uploaded image

Frequently asked questions about creating an invoice

1. Why can't I find the customer?

The customer may not be connected for e-invoicing or may have several registered names. Try searching by organization number or GLN number. You can also add the customer manually, see Customers

2. Why can't I see the reference field?

Click Show more under invoice information to display all available fields, including references.

3. Where are my drafts saved?

All drafts are saved under Invoices to manage in the left menu. There you can open, review and send invoices that have not yet been sent.

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