User guide for InExchange Web

1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. FAQs about InExchange Web >>
   3. Connect a customer to a recipient in the network

Through our web-based services, Free and Basic, you can easily send e-invoices to your customers simply by logging in to InExchange Network. In this guide, we explain how you get started with the service, create invoices, connect your customers to the recipients in the network, and find your sent invoices.

Our web-based services are recommended for users who do not use an ERP system for creating their invoices. If you have an ERP system, InExchange Invoice Printer (Premium) is a fitting solution. It allows you to continue to create your invoices as usual, and to then print them to the virtual invoice printer. Read more about the invoice printer here.

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1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

1. When the invoice has been sent
2. FAQs about InExchange Web >>
3. Connect a customer to a recipient in the network

You can sign up for InExchange and create an account on our website

www.inexchange.com.

1. Click on Sign up.
2. Fill in your information.
3. Click on Create my account.

You have now created a Free account, which means that you can send up to 100 e-invoices/PDF invoices per year free of charge. 

If you want to be able to send paper invoices, upgrade your account to Basic. You can do this through your login to InExchange Network. Click on Upgrade and choose Basic (or other service of your choosing) and click on Upgrade as shown below.

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1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web >>
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

If you are still not logged in to InExchange Network, you can log in now with your username and password.

Choose one of the following in order to create an invoice:

1. Click on Create invoice on the start page.
2. Click on Invoices and then on Create invoice in the menu.

Regardless of which you choose, you will find yourself on the page Create invoice.

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1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web >>
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Now you can create your first invoice. You can also choose a credit invoice.

See our video about Creating an invoice >>>

Please note! A tip is to start by creating a test invoice by clicking on the button Create test invoice. Test invoices are not saved and are only sent to your e-mail address. This allows you to easily experiment with the service and review the final result before getting started.

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1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web >>
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Start by typing in the customer’s name (alternatively a customer number, company ID number or GLN) in the search field Customer. As you begin typing, you will receive suggestions of companies that are already part of InExchange Network or are in your customer registry.

Choose an existing customer or create a new one by selecting Create a new customer. If you choose to create a new customer, you will immediately find a customer card that will ask you to input the following: customer number, delivery method, terms and addresses, etc. Click on Save to save the customer to your customer registry.

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1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Now fill out the invoice date, expiration date and other necessary information in the invoice header.

You can also, if needed, change the customer by clicking on Change customer, or change the information in the customer card by clicking on Edit customer.

You can choose to use a manual number series or an automatic one. You can make settings for this in InExchange Network > Account > Profile > Number sequences.

If you want to include a specific contact person for the invoice, type that in the field Your reference. If you have received a specific order number from the customer, you can type that into P.O. no. Click on Show additional references for additional reference fields. You can read more about references here.

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1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web >>
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Invoices need to include at least one complete invoice row with a description, quantity and price per unit in order to be sent. Fill out the necessary information in the invoice rows. Please note that the Description field can be used for free text on the invoice rows.

• Choose an existing VAT rate or create your own by clicking on the arrow in the VAT column.
  
  
• You can add rows, remove rows, and sort them by using the buttons and icons on the side. If you hold your mouse over an icon you will be shown a description of its function.
  
  
• The invoice’s total is summed and any discounts, additional charges or other items are specified below the invoice rows.

This is an example of how your invoice may look:

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1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web >>
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Click on Add charge or Add discount to add a charge or discount to the entire invoice (discount for a specific invoice row should be added on that row). Add a name for the charge/discount, VAT charge and price without VAT or a percentage value. Then click on Save.

The information is added to the total with the noted VAT charge. To remove a row from the invoice’s summation, click on the red x (which appears when the mouse hovers over the row) to the right of the row as shown in the picture below.

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Many e-invoice recipients have special requirements when it comes to "Your reference no." (reference code, ID). This information must therefore be given correctly in order for the invoice to be approved (be careful with space). 

If you want to include a specific contact person for the invoice, type that in the field "Your reference". If you have received a specific order number from the customer, you can type that into the "P.O. no" field.

Click on "Show additional references" to get access to additional reference fields, such as our reference, your contact, invoiced object, etc.

1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

1. When the invoice has been sent
2. FAQs about InExchange Web >>
3. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

Invoice notes

In order to add additional information, regarding the purchase or other information, use the field Invoice comment at the bottom of the page.

Attachments

In order to add attachments to the invoice, click on Upload a file to the right of the invoice note field and search for the file which you wish to attach. Alternatively, you can drag and drop the files in the field to the right of the button. To remove an attachment, click on Remove to the right of the file name.

You can attach picture files as well as PDF/text documents up to 2MB per attachment. 

Previous Next

1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

1. Create invoice
2. Choose a customer
3. Invoice header
4. Invoice rows
5. Additional charges and discounts
6. Invoice notes and attachments
7. Preview and save invoice
8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web >>
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

With the buttons at the bottom of the page, you can easily choose how to proceed with your invoice.

• Remove invoice - The current invoice will not be saved.
  
  
• Preview - A preview of the invoice will be shown. When you preview the invoice you will also be notified if crucial information is missing or incorrect. You will also receive information in order to correct the error.
  
  
• New invoice - The current invoice is saved for sending at a later time. The invoice template is cleared and you can register a new invoice.
  
  
• Save draft - The current draft is saved and you can continue working on it at a later time.

When you are done with the invoice registration click on Continue. If necessary information is missing or incorrect, you will be shown information to help you correct the error.

Previous Next

1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web >>
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Create invoice

When you have clicked on Continue for an invoice, you will see a list of invoices that have not been sent. If you want to see more information in this view, you can add columns by clicking on Select columns.

If you need to edit any of the invoices, click on the pen or on the document number on the row that includes the invoice. If you want to remove an invoice, click on the red x to the right that illuminates when you hold your mouse over that invoice row.

Then select Send on the invoices that you want to send and Wait on the invoices that you want to wait to send in the actions column.

Click on Process invoices when the invoices are ready to be sent. The invoices are sent and the screen will display a list of sent invoices as well as delivery status.

If this is the first time you are sending an invoice, the system will ask you to fill out certain company information in your account that needs to be included on the invoice. You can also add this information before you send your first invoice by clicking on "Account" > "Profile".

Previous Next

1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. FAQs about InExchange Web >>
   4. Connect a customer to a recipient in the network

Go to page in InExchange Network: Invoices\Sent invoices

When the invoice has been sent, you will find it under Invoices > Sent invoices.

If you click on an invoice on this page you will open an already sent invoice. On the invoice you will find many practical functions.

• Attachments - See which attachments were sent with the invoice.
• Copy - Create an invoice copy based on the current invoice.
• Credit note - Create a credit note based on the current invoice.
• Send as e-mail - Send the invoice again via e-mail.
• Print - Print the current (sent) invoice.
• Resend - Send the invoice again.
• Send reminder - Send a reminder for an expired invoice.

Please note! You may not see all of the listed functions when you log in to InExchange Network. Variations in functions depend on which service you have chosen.

Previous Next

1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. Reminders & Debt collection - New service
   3. My account
   4. Connect a customer to a recipient in the network

You will find more information about your account and account settings here >>

Previous Next

1. Get started

   1. Introduction
   2. Create account
   3. Find your way around

2. Send your invoices

   1. Create invoice
   2. Choose a customer
   3. Invoice header
   4. Invoice rows
   5. Additional charges and discounts
   6. Invoice notes and attachments
   7. Preview and save invoice
   8. Send invoice

3. Read more

   1. When the invoice has been sent
   2. FAQs about InExchange Web >>
   3. Connect a customer to a recipient in the network

InExchange Network is a network with recipients and senders of mainly e-invoices, but even e-order, etc. Connections have been constructed so that all pertinent information is available when a customer requires a correct invoice reference (for our customers). They have even been made so that our customers can reach recipients with other operators, as well as these senders being able to reach you.

When you send e-invoices to your customers, many of the recipients are already a part of the network. All you need to do is to connect to the correct recipient through the customer card by logging in to InExchange Network. You can access the customer card via Create invoice > Create a new customer/Edit customer, or through Registry in the menu. Fill in the current company ID number or company name in the highlighted field as shown in the photo below to connect to a recipient in our network.

If you need to send e-invoices to a recipient that you do not find registered in our network, please contact us so that we can add that recipient. You will be able to send your invoices to that customer in no time.

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Here is where you write your invoice number.

You can choose between automatic and manual invoice number series. To set settings for this, go to "Account" in the menu and scroll down to the section "Number sequences".

Here you can make settings for if you wish to have a specific invoice number on every invoice that is created or alternatively, if you by yourself, want to set the invoice number that is generated by your ERP system to the invoice.