General information

To send an e-invoice, the recipient must be registered in our network. When you search for a company, you can also see what types of electronic documents they can handle and if they have any e-invoice requirements.

How to search in the network:

1. Go to the page Expand Your Network and search for the relevant company.

   

   Did you not find the recipient? Here's how to add a new recipient to the network >>

2. In this search, we see that InExchange Factorum AB both receives and sends electronic invoices, but neither sends nor receives orders or price catalogs.

   

3. To get a detailed explanation of what the symbols under each column mean, see the column on the right on the website or the image below.

Symbol Explanations:

In the InExchange Network, you can check if anything special is required when you start sending e-invoices to a recipient.

Do this:

1. Search for the company on the page Expand Your Network and click on the company's name in the search results to get more information.

   

   Did you not find the recipient? Here's how to register a new recipient in the network >>

Suppliers Must Be Approved

When you start sending e-invoices to a recipient, it may be that your company must first be approved as a supplier (for e-invoice). In these cases, there is a marking in the box Suppliers Must Be Approved, see the image below.

When you send an e-invoice for the first time to a recipient, a request to be approved as a supplier is included if the recipient requires this. In these cases, it may take a few days before the first e-invoice can be delivered as your network relationship needs to be approved first.

It is also possible to send a request before the first e-invoice is sent >>

Has Controls

If the recipient has activated controls for e-invoices, this is indicated by a marking in the box Has Controls, see the image above. Contact the recipient for information on what references and other information they require on the invoices sent to them. It is important that reference information is specified exactly according to the instructions for it to be valid.

E-invoice via our free service InExchange Web Basic >>

You can send e-invoices to all recipients through us. With the recipient's GLN (which should be in the letter you received), you can find the correct recipient. 

Who can I send e-invoices to via InExchange Web Basic? >>

Good to know:

• The e-invoice recipient must be registered in our network.
  You can search for the recipient in the service you use with us or on the page Expand Your Network to see if they are registered in our network.
  If you cannot find the recipient, you can easily register them >>
• Correct reference must be indicated on the invoice.
  If your customer uses reference control, the correct reference must be indicated on the invoice. The information is obtained from the invoice recipient.
• Approval of Supplier.
  In cases where the recipient requires an approved network relationship between your companies before e-invoice can be delivered, a request is sent along with your first e-invoice to them. In these cases, it may take a few extra days for the first invoice to arrive.
• Change of delivery method for an existing invoice recipient.
  If you have previously sent PDF or paper invoices through us to a recipient to whom you are now going to start sending e-invoices, change the delivery method on the customer card in your customer register, directly in the service you use with us, or in the invoice files you send to us.
  
  If you have chosen to use our automatic postage optimization (available for those using InExchange Integrated services), the delivery method will automatically change to e-invoice when the recipient is known as an e-invoice recipient with us.

Do you not have a service to send e-invoices yet?
We will help you get started with your e-invoicing >>

See instructions for how to add a new e-invoice recipient to the network >>

Information about the recipient needed for registration:

• Company Name
• Organization Number
• GLN
• Operator
• Email Address of the Recipient

If you are missing information for registration, please contact the recipient for information.

If your customer does not receive e-invoices yet, you can send your invoice as a PDF or paper invoice (for paper, at least InExchange Web Plus is required).

Here is what it looks like if the company is in the network but cannot receive e-invoices:

If you have attempted to send an e-invoice to a recipient who cannot receive invoices electronically or if they are not yet included in our network, you will receive a message about this. You can then choose to resend the invoice with a different delivery method.

Does your customer not have a service to send e-invoices yet?
Our website has information about our services >>

Some invoice recipients require that suppliers be approved for e-invoicing before invoices can start being sent electronically to them. In these cases, a request to be approved is sent along with the first e-invoice. But you can also choose to send a request in advance.

How to send a request in the network:

1. Go to the page Expand Your Network and search for the relevant company. Then click on the company's name in the results list presented below the search box.

   

1. Now send a request by clicking on I want to send.

   

After you have sent a request and the recipient has approved the relationship, you have a connection in the network. This is marked with Connected in the table. You can now send your e-invoice to the recipient.

To get your invoice sent, you can choose to send it as a PDF or paper invoice through us (for paper, at least InExchange Web Plus is required), but if your relationship request is denied, we recommend that you contact the recipient by phone to clarify any questions. You can then send a new request as agreed.

On the page Connections, you can see what relationships your company has in the network. 

If there is a link to our help center in the error message you received, you can click on the link for instructions on how to proceed to send your invoice. You can also contact our support department for assistance.

Here are explanations for errors that may occur with instructions on how to proceed >>

Through your login on our website, you can check if you can send e-invoices to a specific recipient via our free service InExchange Web Basic.
See instructions on how to check this >>

To follow the instructions above, you need to have a user account with us.
Create Account | Log In

GLN stands for Global Location Number and is a unique international identifier for a company or a department within a company. This information is used to know exactly where your e-invoice should be delivered.

How to find your company's GLN

Suppliers may request your GLN number when they are going to send an e-invoice to you. Go to the page Account > Profile and scroll down to the section Company to see your company's GLN.

Look up other companies' GLN

Go to Expand my network and enter the name of the company you are looking for and click on the company name. You can also perform a search using a GLN number, if you have it, to obtain other information about the company.

In the section Company Information, you will find the GLN number and other information about the company.

When an invoice is sent abroad, you need to supplement your invoices with payment instructions that enable an international payment of your invoice. Supplement the invoices with this information as needed.

BIC/SWIFT: An identifier for your bank.
IBAN: Your account number for international payments.

Some banks provide an account number instead of an IBAN number. The account number is called BBAN, which is perfectly fine to use. Then enter the full name of the bank in the BIC/SWIFT field.

If you use our web-based services to send invoices, the information is entered on the page Account > Payment Method. 

We send the majority of all e-invoices in the format Svefaktura. The format requires that information such as phone numbers, fax, organization numbers, bank giro, and plus giro, etc., are written with only numeric characters. If there is a hyphen when we receive the information, it is removed.

We send the majority of all e-invoices in the Svefaktura format. The format requires that the total amount for each invoice and credit invoice is positive.

If you try to send an invoice with a negative amount, we will most likely help you convert the invoice to a positive amount since that is how the information is handled.

However, it is possible to send invoices where individual invoice rows are negative. In those cases, the quantity is entered as a negative number while the unit price remains positive. This way, the invoice is sent correctly, even if some rows are negative.

• A debit invoice or credit note must not have a negative total amount.
• Rows may be negative, but the total amount must be positive.

If you would like more information about this, you are welcome to contact our support.

When an invoice is sent as a letter or PDF, it is sent in its original format if possible. If your invoice layout cannot be adapted for printing, there is an option to use a cover sheet for the address information or use our standard template.

Below you can see an example of what the standard template looks like. The template can be supplemented with your own logo, even in color. There is also support for a variety of languages, OCR forms, and more.

While logos are not supported in electronic invoices, you can add a logo to the PDF and printed invoices you send via InExchange. If you wish to include your logo, please send it in the following format to support@inexchange.se.

Format

Image file in PNG format

Color

Black/white (no grayscale, no colors)

Image size

Logo with return address in the image:
Within the frame 8 cm × 2.38 cm (1889 × 562 pixels at 600 dpi)

Logo without return address in the image:
Within the frame 8 cm × 1.90 cm (1889 × 448 pixels at 600 dpi)

If you need help with these customizations, you are welcome to contact our support.

Yes, multiple invoices to the same recipient can be sent in the same envelope if you send the invoices in the same shipment or in shipments directly connected to each other to us. It usually becomes cheaper, and it is also better for the environment.

Batching of invoices is handled per customer number and is a smooth solution for you who use a unique customer number for each invoice recipient. The setting applies to the entire company's invoicing, which means we batch invoices for all your customers if you have chosen to activate the service. For further information about your invoices, you are welcome to contact us.

In connection with the setup of the service, a one-time cost equivalent to one hour of setup work will be charged. If you want to activate the service for more companies, the cost will be charged per sending organization.

Yes, it is possible to have paper invoices printed in color. In these cases, our invoice template is used for printing. You are welcome to contact us if you have any questions about color printing or to order the service.

Once the service has been activated, you can also print attachments in color. Through an integrated service, you can attach the document when transferring the invoice and have it printed in color, and via InExchange Invoice Printer, you can have the attachment printed in color if it is manually added in the invoice printer in the step Invoice Control.

The service is quoted.

Invoices are saved for 18 months.

To see how an invoice was sent to the recipient, you need to have the Delivery column visible in the list of invoices on the Sent invoices page.

To add (or remove) columns:

1. Click Select columns in the top right corner of the list of invoices (see screenshot below).
2. Check the box for Delivery if it isn’t checked.
3. The delivery method will now be displayed in a separate column.

Yes, you can send attachments when you resend invoices.

What to do:

1. Go to the Sent invoices page and click the invoice number of the invoice you want to resend.
2. Click Resend in the invoice view.
3. A box is displayed where you can change the settings for the invoice. You can switch delivery method and correct or add information if necessary. Click Add attachment or drag and drop the file into the applicable field to send an attachment along with the invoice.
4. Click Resend.

Find the invoice in question on the Sent invoices page and click on the invoice number to view further information and functions.

Below the invoice details, you’ll find information on which email address the invoice was sent to.

Your invoices can be sorted by customer name, invoice number or due date, for example. Click on the header in the relevant column to change the order.

Click Select columns to add or remove columns from the list.

Alternatively, you can search for invoices from a certain time period. Use the search fields and filter functions at the top of the page and click Report. You can now re-sort the information in the Excel document created. 

We always do our utmost to ensure that your invoices are delivered in a fast, seamless and dependable way. As soon as you click Send, the invoices are put in a line and sent from us as soon as possible. This means we are unable to delete invoices after they have been sent.

If necessary, however, you can credit an incorrect invoice via your service with us. 

Yes, on the Sent invoices page you can easily create Excel reports on the invoices you’ve sent in the past 18 months. 

How to create a report:

1. Start by choosing which period the report should cover. Use the search fields and filter functions at the top of the page. For example, if you want to produce a report on invoices sent using a particular delivery method, you can filter for this under Delivery method.
2. You can choose what to base your search on using the small arrow to the right of Invoice no..
3. Click Select columns to choose which information to include in the report. Bear in mind that the box for Delivery must be checked if you want to include the delivery method.
4. Click Report.

After a while, you’ll be able to download an Excel file with your chosen information.

Invoices are sent from the invoice issuer to the recipient via InExchange invoice exchange. In other words, we make sure that the invoice goes from A to B. You can access your invoices via your login on our website for 18 months from the date the invoice is sent.

Companies that create their invoices in invoicing software or an ERP system

If you create your invoices in invoicing software, they are usually recorded in an ERP system. You can access the original invoices in your software and, as a rule, you can save them in an electronic format. Obviously you can also print them out from your accounting software.

Contact the supplier of your ERP system if you have any questions about how the service is used.

Companies that create their invoices in our web-based services

If you create your invoices (the original invoices) in our web-based services, you can choose to Download the invoice as a PDF and/or print out a paper copy when you send it. You can then use the invoices as documents for your accounting records.

Printing out copies of invoices and downloading invoices as PDFs retrospectively

Whichever of our services you use to send invoices, you can always find the invoices you’ve sent in the past 18 months under Invoices > Sent invoices via your login on our website. You can print copies of the invoices in this view by clicking on the invoice number in question and then pressing Print. The invoice can then be saved as a PDF.

On the Sent invoices page, you can choose to display the External status column. As a supplier, here you can check the status the recipient has assigned your invoices. The information is imported from the invoice recipient’s system.

Note! Bear in mind that this information is only displayed if the recipient has activated this function.

If your invoice recipient has activated this function, you can view the status as follows:

1. Click Select columns > External status to add the status column to the view (if it is not already displayed).

2. Search for the invoice in question and check the status if necessary. If the field is empty, we haven’t yet received any information on the invoice from the recipient. In this case, contact the recipient if you have any questions.

   

3. If you click on an invoice (on the invoice number) with a status notification, you’ll bring up a summary of the invoice and when the information was updated (see this at the bottom of the page). External information in the Username column means that the information was imported from the recipient’s system.

If you have any questions about the status, please contact the invoice recipient for further information.

As a recipient of e-invoices, would you like us to send the status of received invoices to your suppliers? You need to have an integrated API solution for us to be able to do this. Feel free to contact us if you’re interested in this feature and we’ll tell you more.

On the Sent invoices page, the Sent column shows the date the invoices were sent from us. Invoices from us are based on the date the invoices were delivered to the recipient.

This is to stop you from being charged for invoices that couldn’t be delivered for some reason.

Yes, you can resend an already sent and delivered invoice if needed. 

Here's how:

1. Go to the Sent invoices page and click on the invoice number of the invoice you wish to resend.

2. Click Resend in the upper right corner.

3. A window will open where you can edit the delivery method, customer name, buyer’s reference number, reference name, and purchase order number.

Choose the options that suit your needs and click Resend.

At InExchange, we always do our best to ensure that your invoices are delivered quickly, smoothly, and reliably. As soon as you click Send, the invoices are queued and sent from us as soon as possible. This means we are unable to delete invoices once they have been sent.

Go to InExchange Network: Invoices\Sent invoices

1. Go to Invoices > Sent invoices.

2. If you want, you can use the search fields to find the correct invoice. Then click on the invoice number.

3. Click on Print on the invoice.

4. You can now print the invoice that is shown in PDF format on your screen.

Cannot find the invoice? Our basic agreement includes storage of your sent invoices for up to 3 months. Please contact us if you want to extend this period.

When you send all your invoices through us, we can provide you with savings suggestions. 

The suggestions are based on:

The cheapest possible way you can send your invoices to each invoice recipient and how many invoices you have sent to the recipient over the past 12 months.  

Savings suggestions are provided per recipient on the page Invoices > Postal Optimization.

1. Click on Save (+amount) or on Change to change the delivery method for each invoice recipient and then click on Done at the bottom of the page.
2. If you see this icon on any line, you can hover over it to get more information about specific e-invoicing requirements that the recipient may have. Please contact the recipient for this information.