Yes, it is easy to copy an existing invoice to use as a basis for a new one.

Copy an Invoice

1. Find your already sent invoice on the Sent Invoices page and click on the invoice number for the invoice you want to copy as shown in the image below.

2. Click the Copy button on the invoice.

3. A new invoice is now created with exactly the same content. Remember to change the customer on the new invoice if it is not to be created for the same customer as the copied invoice. Make any other corrections and then click Continue and then Send to send the invoice.

Yes, you can.

Go to the Create Invoice page and click on Show More References. Here you can select the invoice period.

Below is an example of how it may look on the invoice.

A discount on an invoice line is specified as a percentage in the Discount % column on the Create Invoice page. Even though the discount is specified as a percentage, it will appear both as an amount and a percentage when the invoice is delivered to the recipient. Please note that the discount only applies to the current invoice line, not to the entire invoice. 

How to add fees and discounts that apply to the entire invoice >>

Yes, you can specify additional information on an invoice line.

Add Fields

1. Click the plus sign on the relevant invoice line and then Add Field.

2. Select Delivery Note from the list to fill in a delivery note number and any line number. Here you can choose to add other types of information as well. Select an option from the list and then fill in the fields that appear.
 

3. Here is how it may look on the invoice:

Yes, you can easily change the order of your invoice lines on the Create Invoice page. Use the gray icon to the left of the invoice line. Drag the line, using the icon, to the desired position.

Follow the steps below to check if you can send e-invoices to a specific recipient via Free, which is our free service.

1. Log in and search for the recipient on the Expand Your Network page.
2. Click on the company's name in the hit list to see what is required.
3. If it says Upgrade account to send in the table under Invoices > Receives, you need to upgrade your account to Basic or one of our more automated services. Otherwise, you can send with your existing service.

Read more:
Reference Check and Supplier Approval
How to Send a Supplier Approval Request

Some of the information found in your invoice footers, such as email address, phone number, registered office, etc., is pulled from the invoice settings under Account in the menu.

1. Go to the page Account > Profile and scroll down to the section Invoice Settings. Click the icon in the lower right corner of the box to edit the information. 

If the Email field is empty, the email address saved when the account was created will be used. To change the address on the invoices you send in the future, you can specify one as above, but if you need to change the email address on the account, please contact us.

Create a New Credit Note

If you go to the Invoices > Create invoice page, it will automatically become a debit invoice. If you instead want to create a new credit note, click on the text Switch to Credit Note.

Credit an Already Sent Invoice

1. Go to the Invoices > Sent Invoices page and search for the invoice you want to credit. 

2. Click on the invoice number to bring it up on your screen.

3. Click the Credit Note button in the invoice view.

Complete the invoice with any additional information and then send it by clicking on Continue and then Send.

See the video on how to create a credit note

You can choose between three different delivery methods: e-invoice, PDF, and paper invoice (paper requires Web Plus). You can change the delivery method in two different ways:

• On the customer card in your customer register under Invoice Settings > Send as. See the image below: 

  

  If you send a PDF invoice to the customer, the email address is specified in the field Send to (when PDF).

• Directly on the Create Invoice page, see the animation below: 

  

By clicking on More References in the header of the Create Invoice page, you can add more references and payment instructions to your invoice.

Here you fill in the reference number (also called reference code, order reference, order ID, etc.) that you have received from your customer in cases where the customer requires this on their invoices. The reference number identifies, for example, a specific person or department at your customer’s organization and facilitates the handling of your invoice when it is received.

When automatic reference checking is enabled, this information is mandatory and must be filled in correctly. The reference number typically consists of numbers and/or letters. Only enter the reference itself in the field without any other characters or spaces that should not be included. Follow the instructions you have received from your customer.

In case of problems with reference validation, please contact your customer for more information.

The appearance of reference numbers may vary. Here are some examples:

YY01234
123456
Anna Andersson

You can send your PDF invoices to multiple email addresses at the same time by placing a comma between each email address (without spaces).

Examples that work: (Separated by commas without spaces)

mail1@domain.com,mail2@domain.com,mail3@domain.com

Examples that do not work: (Separated by commas and spaces/semicolon)

mail1@domain.com , mail2@domain.com , mail3@domain.com
mail1@domain.com ; mail2@domain.com ; mail3@domain.com

The following settings need to be made on the customer card for each delivery method: e-invoice, PDF, and paper invoice.

E-invoice

1. Select the delivery method E-invoice from the dropdown menu.
2. Ensure that there is a connection to the correct e-invoice recipient in the network under Connection to InExchange Network. You can search by company name, organization number (without dashes), or GLN.

PDF Invoice via Email

1. Select the delivery method PDF from the dropdown menu.
2. Enter the email address to which the invoice should be sent.

Paper Invoice

1. Select the delivery method Paper from the dropdown menu and specify a billing address for the customer.

Invoice lines default to 25% VAT (unless settings have been made on the account), but you can add more and change the VAT rate on invoice lines as needed. If you use different VAT rates on the invoice lines, these will be summarized by VAT rate at the bottom of the invoice.

Click the arrow to the right of the VAT rate on the relevant invoice line to change or add a new VAT rate.

Change VAT Rate on an Invoice Line

1. When you click the arrow as shown in the image above, the available VAT rates will be displayed. Select the VAT rate that should apply to the invoice line or add a new one according to the instructions in point B.

Add a New VAT Rate

1. Select Add New/Change after you have clicked the arrow to the right of the VAT rate on the relevant invoice line.

2. Then click on Add New in the box that appears.

3. Enter the new VAT rate in the empty row in the form. In our example, we write 0%.

4. Check Standard if you want the new VAT rate to be used as the default on all new invoice lines and click Save to return to the invoice.

5. The new VAT rate has now been added to the list.

Repeat the steps to add more VAT rates if needed.

According to the e-invoice standard we use in Sweden (Svefaktura), there is no support for invoices where the amounts of the lines include VAT, primarily because the standard is mainly developed for municipalities and county councils. The invoice lines must be specified excluding VAT.

You can read more about this standard on the SFTI website >>

Start by activating the reverse payment liability function on your account. Once activated, you can enable this on the customer card for the relevant customers and use the function on the Create Invoice page. See the instructions below in three steps.

Step 1 - Activate the service on your account

1. Go to the Account > Profile page and navigate down to the section Extended Invoice Settings. Click the icon at the bottom of the box to make changes.

2. Check the box for reverse payment liability and Save your settings.

Step 2 - Activate reverse payment liability on the customer card for the relevant customer

Customer-specific settings are made on the customer card in your Customer Register.

Bring up the customer card in one of the following ways:

1. Search for the relevant customer in your Customer Register.
   Click Show to bring up the customer card.
2. Search for the relevant customer on the Create Invoice page.
   Click Edit Customer, see the image:

Check the box for Reverse Payment Liability.

Step 3 - Create an invoice with reverse payment liability

The ability to invoice the relevant customers with reverse payment liability is now enabled on the Create Invoice page.

The information that appears at the bottom of your customer invoices is pulled from the Account > Profile page. Enter payment details before sending your first invoice and change as needed.

Updating Payment Details

1. Scroll down to Payment Method on the Account > Profile page.
2. Click the icon at the bottom of the box to fill in or change details.

3. Update your details and then click Save.
   See instructions:

   

When you change sensitive company information, an email will be sent to the email address registered for the company. Click the link in the message to approve the change. The change will go through once we have received approval.

How to Enter Bank Account

1. Click Add Bank Account to bring up these fields if you do not have a bank account entered previously.

   

2. In the Bank field, you can enter either the full name of the bank or its Swift/BIC code. Fill in your details and then save your changes.

When an invoice appears under the Sent Invoices view on our website, you can expect that the invoice in question is valid and that it is on its way/delivered to the recipient. Once the invoice is delivered to the recipient, the responsibility for the invoice passes to the recipient. If there are any questions regarding the invoice, the recipient should contact you to clarify.

If an invoice, which appears in the Sent Invoices view, has not been paid, you need to contact the recipient to find out why it has not been paid. If you are unsure of the recipient's contact details, you can search for the company's details in our network >>