User guide for InExchange Web
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Create Account
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
If you do not create your invoices in an invoicing program, you can choose one of our web-based services Free or Basic and create the invoices in an invoice form.
You can send e-invoices, PDFs, and paper invoices (Basic is required for paper invoices).
Compare our web-based services >>How to Get Started - Begin by Creating an Account:
- Create your account for free and you are ready to go with Free.
- Fill in your company information under Account in the menu.
- Don't forget to fill in all information as it will then appear on your invoices. - Go to the page Create Invoice to create and send your invoice.
- Click on Upgrade in the menu to upgrade your service if needed.
Login and Password Recovery
If you already have an account with us, you can click here to log in >>
If you have forgotten your password, you can reset it by clicking on Forgot Password on the login page. Read more >>
Are you creating your invoices in a business system or invoicing program?
Then InExchange Invoice Printer may be a smoother option for you >> -
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Company Information and Account Settings
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Profile\Account
Company details are entered on the Account > Profile page. This is also where you manage your account settings and contact information.
You can read more about the types of settings and information you can manage on the Account page using the left-hand menu or the links below.
Contact Information
Enter contact details for different types of cases and inquiries.
In the Contact Information section, you can provide details for various support or business inquiries within the service.
If we need to contact you and no details have been filled in here, we will use the email address that was provided when the account was created.
Create a new contact
or edit details
by clicking the appropriate icon for each contact type on your screen.
If you need to change the email address on your user account, please contact us at kundservice@inexchange.se.
Company Details
How to fill in the company details that will appear on your customer invoices.
Fill in the sections Company, Payment Methods, and Invoice Settings on the Account > Profile page. This information is used as the sender details on your invoices. If no email address is entered under Invoice Settings, it will be pulled from your user account instead.
Open the editable fields by clicking the
icon in each section.
Don't forget to fill in the Payment Methods section so that your customers know which account to use when paying the invoice. How to enter the information >>
Footer Example
This is how the footer may appear on a PDF or printed invoice:
Note! If you are using our free service InExchange Web Bas, you need to upgrade your service to InExchange Web Plus or one of our automated services to be able to send paper invoices.
Account Settings
Enable extended invoice settings, choose between automatic and manual invoice number series, and manage your user account settings here.
At the bottom of the Account > Profile page, you can enable advanced invoice settings, switch between automatic and manual numbering for invoices, and update your password or language for your user account.
Open the editable fields by clicking the
icon in each section.
If you need to change the email address on your user account, please contact us.
Learn More
Read more:
Frequently asked questions about account settings, login, and more -
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Your Customer Register
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Register/Customers
Watch the video on how to create a new customer or update an existing customer card
Customer-related information is collected in your customer register
All information about your customers is collected on the customer cards in your customer register. Details such as addresses and (fixed) references can be specified on the customer card. Here, settings for payment terms and delivery methods, among others, are also made.
You can create an Excel report of all or parts of your customer register. Click on Report when you have displayed the customers you want to include in the report.
Where can I find the customer cards?
The customer cards are found under Register > Customers in the menu. Click on View to bring up a card.
You can also easily access the customer card for the current customer via the Create Invoice page when creating an invoice. Click on Edit Customer in the invoice header.
Example of a customer card:
At the bottom of the customer card, the customer is linked to an e-invoice recipient in the network.
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Connect Customer to a Recipient in the Network
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
When you send an e-invoice to a customer, the customer needs to be connected to the correct e-invoice recipient in our network. We have registered information about GLN and more for the recipient so that the invoice is directed correctly and in the invoice format they can handle.
The network connection for a customer is made on the customer card under Register > Customers.
Fill in the company's organization number, and the recipient will be connected to the e-invoice recipient in the network. However, an organization can have different GLN for different departments, etc. Therefore, check that the network connection is correct when you set up a new customer. Here you can also update the information, for example, during a reorganization at the recipient's end.
If the invoice recipient is not yet registered in our network, you can register them as a new recipient by creating a support case (requires login with a valid user license).
Via InExchange Web Bas, you can send e-invoices to recipients who receive e-invoices through InExchange. To send e-invoices to other recipients, you need to upgrade your service.
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Find your way around
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
From the homepage of InExchange Network, you can choose to proceed and create an invoice in two different ways:
- Click on Create Invoice on the homepage
- Click on Invoices and then on Create Invoice in the menu.
Whichever you choose, you will land on the Create Invoice page.
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Create Invoice
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
You can now create your first invoice directly.
Click on Switch to Credit Note if it is a credit note you want to create.Watch our video about Create Invoice
How do I edit a saved invoice?
Saved invoices can be found under Invoices > Drafts. The invoice draft remains here until you choose to send or delete it. The number to the right of the heading in the menu refers to the number of saved drafts. Click on the relevant invoice/document number to complete and finalize the invoice.
Learn more:
Choose between manual and automatic invoice number series -
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Invoice Number Series
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Account\Profile
On the page Account > Profile, you can make settings for invoice number series. You can let the system assign invoice numbers to your invoices or enter it manually.
Scroll down to the section Number Series.
Click on the icon
to select a number series.
Choose the option that suits you best and then save your settings.
Automatic Number Series
An invoice number is created by the system. You can choose prefix, length, and starting number in your account settings. Please note that the invoice number displayed during invoice registration (TD number) is only temporary. The actual number is set when the invoice is sent.
Manual Number Series
If you choose to use a manual invoice number series, you fill in the current invoice number on the page Create Invoice when the invoice is created. It can be a number that, for example, your business system has generated for the invoice.
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Select Customer
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
Start by entering the customer's name (or customer number, organization number, or GLN) in the search field Customer. As you begin typing, suggestions for companies that already exist in InExchange Network or in your customer register will be displayed.
Select an existing customer or create a new one by choosing Create a new customer as shown in the image above. If you choose to create a new customer, a customer card will automatically appear where you can enter, among other things, customer number, delivery method, terms, and addresses.
Click Save to save the customer in your customer register.
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Invoice Header
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
Invoice Number
You can choose between manual and automatic invoice number series. Here you can read more about how to make settings for this.
Customer and Delivery Method
If you have selected the wrong customer, you can easily change the customer by clicking the button Change Customer.
Change language, currency and delivery method
You can change the language, currency, and delivery method directly in the invoice view.
Language: Click Language and choose one of the following options:
Swedish, Danish, English, Finnish, Icelandic, or Norwegian.Currency: Click Currency and select the desired currency, for example SEK, EUR, USD, GBP, or another option from the available list.
Delivery method: Click Change how the invoice will be sent and choose E-invoice, PDF, or Paper.
These settings apply to the current invoice and can also be saved as default values on the customer card.
Instructions for changing the delivery method:
Choose the best possible delivery method using InExchange Porto Optimization >>
References
If your customer requires a specific reference number, it should be filled in the field Your Reference No. The reference number can also be called Reference Code, Order Reference, Order ID, etc.
The appearance of the reference number may vary. Here are some examples:
YY01234
123456
Anna AnderssonContact your customer to get information about the correct reference.
By clicking on Show More References, you gain access to more reference fields, settings for the invoice period, and more.
Through the help icons
you always have access to quick help when you need it.
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Invoice Lines
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
The invoice must contain at least one complete invoice line with description, quantity, and unit price in order to be sent. Fill in the relevant information on the invoice line and note that the Description field can also be used for free text at the invoice line level.
- Select an existing tax rate or create your own by clicking on the arrow in the tax column. Here you can read more about how to create new tax rates.
- Click the Change tax rate on all lines button if you later want to change to the same tax rate on all invoice lines of the invoice.
- You can add lines, remove lines, and sort them using the buttons and icons available on the page. Hover over the icon to see a tooltip about its function.
The total amount of the invoice is summarized, and information about any discounts, fees, and other details is specified below the invoice lines.
Here is what it might look like:
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Fees and Discounts
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
Discount or Fee Applicable to the Entire Invoice
Click on Add Fee or Add Discount to add a fee or a discount that applies to the entire invoice.
Enter a name for the fee/discount, VAT rate, and amount excluding VAT or a percentage value. Then click Save.
Discount on an Invoice Line
A discount on a specific invoice line is indicated on the line with a percentage in the Discount% column.
Fees and discounts applicable to the entire invoice are added to the total amount with the specified VAT rate. To remove a line from the invoice summary, click on the red cross (which appears when the mouse pointer hovers over the line) to the right of the relevant line as shown in the image below.
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Invoice Comments and Attachments
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
Invoice Comments
To provide additional information related to the purchase or other information, there is a field Invoice Comment at the bottom of the page.
Add Attachment
Click on Upload File to attach files to the invoice. The attachments can be image files or pdf/text documents. If you want to remove an attachment, click on Remove to the right of the file name.
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Preview and Save Invoice
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
With the buttons at the bottom of the page, you can easily choose how you want to proceed with invoice management.
- Delete Invoice - The current invoice will not be saved.
- Preview - A preview of the invoice will be displayed. When you preview, a check of the invoice is also performed, and if necessary information is missing or incorrectly filled out, information will be displayed to help you correct the error.
- New Invoice - The current invoice is saved to be sent at a later time. The invoice form is cleared so you can enter a new invoice.
- Save Draft - The current draft is saved as a draft for further work at a later time.
When you are done with the invoice registration, click on Continue. If necessary information is missing or incorrectly filled out, information will be displayed to help you find the error.
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Send Invoice
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Create Invoice
When you click on Continue on an invoice, a list of invoices that have not yet been sent will be displayed. If you want to see more information in this view, you can add more columns by first clicking on Select Columns.
If you need to edit any of the invoices, click on the pencil or on the document number in the current row. If you want to delete an invoice, click on the red cross
that lights up at the far right of the row when you hover your mouse over the current invoice.
Then select Send for the invoices you want to send and Wait for those you want to hold in the action column.
Then click the button Send when the invoices are ready to be sent. The invoices will be sent and a summary of the current shipments as well as delivery status will be displayed on the screen.
When you send your first invoice, the system will ask you to fill in company information that needs to be included on the invoices. You can also fill in the information at an earlier time under Account > Profile if you wish.
Summary and Printing/Saving of Invoices
After you have sent your invoices, you can print a summary of them. You also have the option to print and save the invoices as PDF.
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When the invoice is sent
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Path to InExchange Network: Invoices\Sent invoices
When the invoice is sent, you will find it under Invoices > Sent invoices.
Clicking on an invoice in the view will bring up many useful features.
- Attachments - See which attachments were sent with the invoice.
- Copy - Create a new invoice based on the current invoice.
- Credit note - Create a credit note based on the current invoice.
- Send as email - Resend the invoice via email.
- Print - Print the current (sent) invoice.
- Resend - Resend the invoice.
The service and optional features that have been activated on your account determine which buttons are displayed in this view.
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Frequently Asked Questions about InExchange Web
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
See the menu on the left for information on how to get started with the services Free and Basic. Below we have compiled answers to additional questions that may arise during the work process.
Create and Edit Invoice
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.
2. Can I add an invoice period to an 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.
3. How do I add a discount to an invoice line?
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 >>
4. Can I specify a delivery note number/delivery date on an invoice line?
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:
5. Can I change the order of the invoice lines on my 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.
6. Who can I send e-invoices to via Free?
Follow the steps below to check if you can send e-invoices to a specific recipient via Free, which is our free service.
- Log in and search for the recipient on the Expand Your Network page.
- Click on the company's name in the hit list to see what is required.
- 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 Request7. How do I update our email address in the invoice footer?
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.
8. How do I create a credit note?
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
Delivery Methods, Attachments, and References1. How do I change the delivery method on the invoice?
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:
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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).
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Directly on the Create Invoice page, see the animation below:
2. How do I add an OCR number and other references to my invoice?
By clicking on More References in the header of the Create Invoice page, you can add more references and payment instructions to your invoice.
3. What should I enter in the field Your Reference Number on the 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 Andersson4. Can I send a PDF invoice to multiple email addresses?
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.com5. What settings need to be made on the customer card for each delivery method?
The following settings need to be made on the customer card for each delivery method: e-invoice, PDF, and paper invoice.
E-invoice
- Select the delivery method E-invoice from the dropdown menu.
- 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
- Select the delivery method PDF from the dropdown menu.
- Enter the email address to which the invoice should be sent.
Paper Invoice
- Select the delivery method Paper from the dropdown menu and specify a billing address for the customer.
VAT, Summaries, and Payment Details1. How do I change the VAT rate?
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.
2. How do I send an invoice where VAT is included at the line level?
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 >>
3. How do I send an invoice with reverse payment liability?
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:
- Search for the relevant customer in your Customer Register.
Click Show to bring up the customer card. - 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.
4. How do I update my payment details?
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
- Scroll down to Payment Method on the Account > Profile page.
- Click the icon
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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
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Click Add Bank Account to bring up these fields if you do not have a bank account entered previously.
- 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.
5. Why have I not received any payment for my sent invoice?
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 >>
Can't find the answer to your question?
Our web-based services do not include personal support, but if you have any questions and cannot find the answer to your question here in our help center, you are welcome to contact us at customer.service@inexchange.se or at 0500 - 44 63 60 for assistance.Frequently Asked Questions and Answers about Contracts and Licenses >>
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References
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Getting Started
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Settings and Registers
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Send Your Invoices
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Learn More
Many e-invoice recipients have specific requirements regarding Your Reference Number (reference code, order ID). This information must therefore be entered exactly right for the invoice to be approved (be careful with spaces).
If you want to specify a particular contact person for the invoice, this is entered in the field Your Reference and if you have received a specific order number from the customer, this is entered in the field Your Order Number.
Click on Show More References to enter additional references such as our reference, your contact, billing items, OCR payment reference, etc.
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