We have a standard solution that works well for most. All standard fields from invoices are interpreted and verified. For larger companies with specific requirements, we can offer a customized solution. 

The service is quoted.

Documents that are scanned and interpreted:
Invoices
Credit notes

Documents that are scanned but not interpreted (sent as exceptions):
Interest invoices
Proforma invoices
Reminders
Collection requests

Documents sent by post to the customer:
Agreements
Contracts

Documents that are not handled:
Advertisements

Here’s how it works:

1. Mail Reception
   All letters are received at the scanning center.
2. Preparation
   Paper clips, tape, staples, and other items are removed, and the invoices are stacked. Advertisements are discarded.
3. Scanning
   Invoices are fed into a high-speed scanner that scans the front and back of each page.

4. Interpretation and Verification
   Interpreting an invoice means that software automatically looks for the fields to be interpreted (usually 11 standard fields). If the software does not find all fields, the invoice is forwarded for manual validation. A manual attempt is then made to complete the interpretation with the fields that the software did not find. 

   Invoices that cannot be interpreted correctly, or other documents that are not an invoice (debit or credit), are scanned and sent as an exception via email. 

5. Delivery
   Invoices that do not meet the regulations are sent as exceptions to the customer. An exception is an electronic return of the scanned image to an email address specified by the customer. 
   
   Correct invoices are sent via file to InExchange for delivery to the customer.
6. Archiving
   All invoices are temporarily stored for three (3) months. After that, they are sent for long-term archiving with an external provider. 

No, reference checks can only be applied to e-invoices.

For the interpretation of reference numbers to work well, the supplier should write the reference number in the designated field or under the designated heading (e.g., "Your reference").

Interpretation of foreign invoices executed according to the Latin alphabet is included in the scanning service. However, there are several complications that make foreign invoices more difficult to interpret than Swedish ones.

Invoices can look very different in different countries, and the names and any abbreviations can appear in many different ways, which means that, for example, references can become difficult to interpret in manual handling. 

This means that we always try to interpret a foreign invoice manually but will send it as an exception in case of any interpretation limitations.

No, that function is not available at this time. Neither for paper nor email.

If an invoice has been incorrectly read by the scanning provider, this error should be reported to support for rescanning the invoice. Note that there is no option to rescan invoices that have already been scanned according to the regulations.

Below are the agreed delivery times for scanned invoices. 

• Invoices (paper invoices and PDF invoices) that arrive at InExchange before 10:30 AM on business day 1 will be scanned, interpreted, verified, and delivered as data files by business day 2 no later than 10:00 AM.
  
   
• Invoices (paper invoices and PDF invoices) that arrive at InExchange after 10:30 AM on business day 1 will be scanned, interpreted, verified, and delivered as data files by business day 2 no later than 4:00 PM.

The service time includes official Swedish business days, excluding holidays, Monday to Friday.

The best solution is to get the supplier to start sending e-invoices to you. Your suppliers are welcome to contact InExchange at 0500 - 44 63 60 (press 1) to learn more about our services and get started with e-invoicing.

For the scanning service to work as well as possible, it is good if you provide the following information to your suppliers who cannot send e-invoices.

Invoice via email

• 1 attached file = 1 invoice (where the first pages are the invoice itself and attachments are in the same file).
  Max 50 files per email and a total size of 25 MB
• If it is an invoice with an accompanying attachment, it is important that only ONE invoice is sent per email. The attachment should also be in PDF format, and the file name of an attachment must not contain the word invoice. The file name must also not contain other periods than the one separating the file prefix at the end ".pdf").
• The assigned invoice address must be on the invoice.
• The format must be PDF; other formats are not interpreted. Emails with attachments in other formats will be ignored without feedback.
• The invoice image must be of good quality.
• No handwritten notes are handled.
• Email invoices to the specified email address (not via the buyer).
• Email invoices before 1:00 PM for the fastest processing.

Invoice via post

The assigned invoice address must be on the invoice.
The invoice must be sent directly to the scanning center.
No handwritten notes are handled.

Contact InExchange support to update the address. You can easily do this by creating a support case via our contact forms.

How to create a support case >>