Receive e-invoices (file)

If the invoice sender has correctly provided information about the billing object and agreement or contract on the invoice, you will be able to see this information on the invoices.

Follow these steps:

1. Go to the page Received Invoices.
2. Click on Select Columns and add the columns for Billing Object and Agreement/Contract if they are not visible in your view.

If you do not see any information in these columns, but know that it should be on the invoice, this needs to be checked with the invoice sender to ensure that the information has been provided in the designated fields.

Where should the information be entered in Inexchange services for it to be placed correctly?

If your supplier creates their invoices in our web-based services, there are designated fields for this information on the page Create Invoice > Show More References. If the invoice is sent via one of our other services, reading templates are created for this.

If your supplier uses another e-invoice operator, the information needs to be checked with the respective operator.

Designated fields in Sveinvoice:

Information about billing objects and agreements or contracts needs to be specified as AdditionalDocumentReference on the invoice by the invoice sender. The following codes should be used for the information to be read correctly:

Agreement and contract = CT
Billing object = ACD

More information about Sveinvoice can be found at SFTI >>

In your Supplier Register, you can retrieve a list of the companies from which we have delivered invoices to your company.

The list shows the companies that have ever sent or attempted to send an invoice to you using any of our three delivery methods (PDF, e-invoice, or paper).

Click on Report to generate a list in Excel format.

Follow these steps:

1. Go to the page Received Invoices to see how each invoice was sent.
2. Click on Select Columns in the upper right corner of the invoice list (see image).

3. Check the row Delivery.
4. The delivery method will now be displayed in its own column between Doc.Type and Supplier. 

Yes, you can retrieve the references on the invoices in your invoice list.

Follow these steps:

1. Go to the page Received Invoices and click on Select Columns.
2. Here you can choose which columns you want to display in your invoice list. Check the rows Reference No and Reference if you want to retrieve both.

The references will now be displayed on the rows where the sender has provided the information.

You can sort the invoices by reference if you wish. Click on the header of the column you want to sort the invoices by.

Clicking on the invoice number on a row will also bring up the references in the invoice view where you can review the invoice in its entirety.

Why did the error occur?
A likely reason could be that the email address is invalid or does not exist.

How do I resolve the error?
Check to ensure you have entered the correct email address.

To correct the specific invoice that could not be delivered, go to Managing

Receiving e-invoices directly in a business system is now very easy for most, and the technical setup usually goes quickly.

InExchange then makes it easy for your suppliers to send correct and complete invoices including reference information and attachments regardless of the operator.

How the prerequisites and needs look is usually unique to each customer. Therefore, to understand how your receiving service should work, we ask that you contact us at 0500-44 63 60 or info@inexchange.se.

You can create reports on your received invoices.

Follow these steps:

1. Go to the page Received Invoices.

2. Here you can filter by invoice number and date, but also by specific suppliers.

3. Click on Report (when the filtering is complete) to create a report in Excel format. The information is presented in different sheets in the document distributed by year and currency.

In the tab Reports (under your account settings), you can request reports on rejected invoices from your suppliers. The report will be sent to the email address you are logged in with.

Click on the arrow and select how often the report should be sent.

Sometimes the supplier indicates information in one field, but for it to be correctly placed in the recipient's system, the information would need to be indicated in another field.

Primarily, we prefer that the supplier indicates information in the correct field, but if this is not feasible, we have the option to move information from one field to another before the invoice is delivered to you.

Contact our support for more information >>

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 >>