User guide Inexchange

Here you get information about how the website and its various features work.

• The company is already registered in Peppol.

  1. USER GUIDE

     1. Dashboard
     2. User details
     3. Switch between companies
     4. Change password

  2. INVOICES

     1. Activate “Create invoice”
     2. Create invoice
     3. Credit invoice
     4. Invoices to manage
     5. - Select and change delivery method
     6. - Add attachment
     7. - Correct invoice
     8. Sent invoices
     9. Received invoices
     10. Copy an invoice

  3. REGISTERS

     1. Customers
     2. Suppliers

  4. SETTINGS

     1. Subscriptions
     2. General – Company info
     3. General – Contact info
     4. General – Reports
     5. General – User management
     6. Cancellation of the service
     7. Cancel the termination
     8. Accounts receivable – FTP settings
     9. Accounts receivable – Invoice settings
     10. Accounts receivable – Print settings
     11. Accounts payable – Reference management

  5. SUPPLIER INVOICE BASIC

     1. Activate Supplier Invoice Basic in Inexchange
     2. When an invoice is received
     3. Your company is already registered in Peppol

  6. INEXCHANGE STORE

     1. Change Customer Invoice Subscription

  7. OTHER

     1. PDF upload
     2. Verify company details
     3. Signing process

  In the event that your organization is already registered in the Peppol network at the time you attempt to acquire the service, you will encounter an error message indicating that the purchase cannot be completed. This error serves as a notification that the transaction cannot proceed due to your existing registration status with Peppol.

  Action

  To resolve this issue, it is essential to take the necessary steps to deregister your company from the Peppol network. This process involves reaching out to the operator who initially facilitated your company's registration in Peppol. It is important to communicate clearly with the operator regarding your intention to deregister, as they will guide you through the required procedures and documentation needed to complete this process.
  
  Once you have successfully deregistered your company from Peppol, you will be eligible to proceed with acquiring the Supplier Invoice Basic service once again. This step is crucial to ensure that you can utilize the services without any further complications stemming from your previous registration.

• Change Customer Invoice Subscription

  1. USER GUIDE

     1. Dashboard
     2. User details
     3. Switch between companies
     4. Change password

  2. INVOICES

     1. Activate “Create invoice”
     2. Create invoice
     3. Credit invoice
     4. Invoices to manage
     5. - Select and change delivery method
     6. - Add attachment
     7. - Correct invoice
     8. Sent invoices
     9. Received invoices
     10. Copy an invoice

  3. REGISTERS

     1. Customers
     2. Suppliers

  4. SETTINGS

     1. Subscriptions
     2. General – Company info
     3. General – Contact info
     4. General – Reports
     5. General – User management
     6. Cancellation of the service
     7. Cancel the termination
     8. Accounts receivable – FTP settings
     9. Accounts receivable – Invoice settings
     10. Accounts receivable – Print settings
     11. Accounts payable – Reference management

  5. SUPPLIER INVOICE BASIC

     1. Activate Supplier Invoice Basic in Inexchange
     2. When an invoice is received
     3. Your company is already registered in Peppol

  6. INEXCHANGE STORE

     1. Change Customer Invoice Subscription

  7. OTHER

     1. PDF upload
     2. Verify company details
     3. Signing process

  This guide applies to those who use customer invoice in Inexchange to send invoices to your customers and who have the ability to manage your customer invoice subscription yourself via Inexchange Store. Some customers have other contract types and will need to contact us to change their subscription.

  Upgrading a customer invoice to Premium or Enterprise cannot be done directly in the service and always requires contacting us.

  When is it relevant to change the subscription

  A change to your customer invoice subscription is common when your need to send invoices to customers changes.

  • You want access to more customer invoicing features
  • You want to upgrade to a higher plan to send more than 12 customer invoices per year
  • Your workflow for customer invoicing has changed

  How to change your subscription step by step

  The steps below show the general process for changing or upgrading your customer invoice subscription, provided your plan can be managed via Inexchange Store. The exact options depend on which customer invoice level you want to switch to.

  1. Log in to your account.
  2. Click on Inexchange Store in the left menu.
  3. Click on the customer invoice subscription you want to upgrade.
  4. Confirm the change.

  

  The change usually takes effect immediately or at the next billing period, depending on the selected customer invoice plan.

  Upgrade from Free to Basic

  If you are using Customer Invoice Free and want to upgrade to Customer Invoice Basic, you can do this yourself directly in the service.

  1. Log in to your Account.
  2. Select Inexchange Store in the left menu.
  3. Click on Upgrade to Basic
  4. Follow the instructions and confirm the change.

  

  The upgrade usually takes effect immediately and does not affect your existing customer invoices or your history.

  Downgrade from Basic to Free

  If you want to downgrade from Basic to Free, you first need to cancel your service. After that, you must wait 7 days before you can create a new Free account.

  Note
  
  Your customer register will not be transferred.
  
  Download a report in advance by going to Sent invoices and then clicking on Report to download a CSV file with all sent invoices.

  1. Log in to your Account.
  2. Select  Settings in the left menu.
  3. Click on Manage under My subscriptions 
  4. Click on End subscription
  5. Follow the instructions and confirm the change.

  Upgrade to Premium or Enterprise

  To upgrade your customer invoice to Premium or Enterprise, you need to contact our sales team. These customer invoice plans are contract-based.

  1. Log in to your Account
  2. Select Inexchange Store in the left menu
  3. Click on Contact us next to Premium or Enterprise
  4. Fill in the form 
  5. You will be contacted by a member of our sales team who will assist you further.

  

  Upgrading to customer invoice Premium or Enterprise always takes place in dialogue with sales to ensure the right solution for your invoice flow.

  Downgrade or cancel customer invoice Premium or Enterprise

  If you want to change or cancel a customer invoice agreement at the Premium or Enterprise level, you must always contact us, as these customer invoice plans are contract-based.

  What happens after the customer invoice subscription has been changed

  Once the change has been made, your account is automatically updated. You will usually receive a confirmation via email or directly in the service.

  • New features become available immediately upon upgrade
  • Price adjustment occurs according to the current billing period
  • Existing history and data are not affected

  Frequently asked questions about customer invoice subscriptions

  1. Can I change my subscription at any time?

  Yes, in most cases you can change your subscription at any time. When the change takes effect depends on the upgrade you make.

  2. Does it cost anything to change the subscription?

  The change itself is free, but the price may be adjusted depending on which plan you choose.

  3. I can't find the option to change my subscription in the Store, why?

  Some subscriptions are managed via contract and therefore cannot be changed directly in the service. If you do not see any options in the Store, please contact us and we will help you further.

• PDF-upload

  1. USER GUIDE

     1. Dashboard
     2. User details
     3. Switch between companies
     4. Change password

  2. INVOICES

     1. Activate “Create invoice”
     2. Create invoice
     3. Credit invoice
     4. Invoices to manage
     5. - Select and change delivery method
     6. - Add attachment
     7. - Correct invoice
     8. Sent invoices
     9. Received invoices
     10. Copy an invoice

  3. REGISTERS

     1. Customers
     2. Suppliers

  4. SETTINGS

     1. Subscriptions
     2. General – Company info
     3. General – Contact info
     4. General – Reports
     5. General – User management
     6. Cancellation of the service
     7. Cancel the termination
     8. Accounts receivable – FTP settings
     9. Accounts receivable – Invoice settings
     10. Accounts receivable – Print settings
     11. Accounts payable – Reference management

  5. SUPPLIER INVOICE BASIC

     1. Activate Supplier Invoice Basic in Inexchange
     2. When an invoice is received
     3. Your company is already registered in Peppol

  6. INEXCHANGE STORE

     1. Change Customer Invoice Subscription

  7. OTHER

     1. PDF upload
     2. Verify company details
     3. Signing process

  

  To send an invoice, click on the tab Invoices to manage (1). In addition to managing already uploaded invoices, this is also where you upload new invoice files that you want to send.

  To upload an invoice, you can drag a file inside the dashed box (2) and drop the file/files there or locate the invoice via browse (3).

  Ongoing Conversion

  Incorrect conversion: If the text Show ongoing conversions appears, one of the invoices could not be converted correctly. Click on Show ongoing conversions (5) to see what error message you received.

  

  If you know what the error is, you can choose to remove the invoice/invoices by clicking on (1), Remove all or close the box. Click on the down arrow (2) to see more information.

  If the error is something you can fix on your end, just resend the invoice once it is resolved.

  If you do not know why the invoice did not fit the template or are missing a template for the document type, you can click on Contact Inexchange (3). This will create a troubleshooting case with our Service Desk, who will get back to you as soon as possible.

  

  Invoice Error

  

  If any invoice contains an error message, a box will open with a summary of the errors and the invoice number. You can download a file with error messages by clicking on Download log file (1).

  To manage the errors, you can click on (2) or (3).

  Manage Duplicates

  An invoice marked as a duplicate is managed by clicking on Manage. You can then choose whether to keep or remove the duplicates.

  

• Verify Company Information

  1. USER GUIDE

     1. Dashboard
     2. User details
     3. Switch between companies
     4. Change password

  2. INVOICES

     1. Activate “Create invoice”
     2. Create invoice
     3. Credit invoice
     4. Invoices to manage
     5. - Select and change delivery method
     6. - Add attachment
     7. - Correct invoice
     8. Sent invoices
     9. Received invoices
     10. Copy an invoice

  3. REGISTERS

     1. Customers
     2. Suppliers

  4. SETTINGS

     1. Subscriptions
     2. General – Company info
     3. General – Contact info
     4. General – Reports
     5. General – User management
     6. Cancellation of the service
     7. Cancel the termination
     8. Accounts receivable – FTP settings
     9. Accounts receivable – Invoice settings
     10. Accounts receivable – Print settings
     11. Accounts payable – Reference management

  5. SUPPLIER INVOICE BASIC

     1. Activate Supplier Invoice Basic in Inexchange
     2. When an invoice is received
     3. Your company is already registered in Peppol

  6. INEXCHANGE STORE

     1. Change Customer Invoice Subscription

  7. OTHER

     1. PDF upload
     2. Verify company details
     3. Signing process

  To purchase the service, you need to go through 3 steps:

  Press Continue to proceed

  

  Verify Company Information

  In step 2, your company information that we have registered with InExchange will be presented. Here you need to check that the information is correct and then click Continue to proceed to signing.

  Company Lookup

  If the information is incorrect, you can choose to perform a company lookup:

  

  The result of the company lookup will be displayed here, and you can then click Continue to sign.

  Manually Fill in the Information

  If the company lookup does not find your company, or if the information is incorrect, you can fill it in manually and then click Continue.

  

  

  When the purchase is completed, any changes to the company information will be updated with InExchange.

  

• The Signing Process

  1. USER GUIDE

     1. Dashboard
     2. User details
     3. Switch between companies
     4. Change password

  2. INVOICES

     1. Activate “Create invoice”
     2. Create invoice
     3. Credit invoice
     4. Invoices to manage
     5. - Select and change delivery method
     6. - Add attachment
     7. - Correct invoice
     8. Sent invoices
     9. Received invoices
     10. Copy an invoice

  3. REGISTERS

     1. Customers
     2. Suppliers

  4. SETTINGS

     1. Subscriptions
     2. General – Company info
     3. General – Contact info
     4. General – Reports
     5. General – User management
     6. Cancellation of the service
     7. Cancel the termination
     8. Accounts receivable – FTP settings
     9. Accounts receivable – Invoice settings
     10. Accounts receivable – Print settings
     11. Accounts payable – Reference management

  5. SUPPLIER INVOICE BASIC

     1. Activate Supplier Invoice Basic in Inexchange
     2. When an invoice is received
     3. Your company is already registered in Peppol

  6. INEXCHANGE STORE

     1. Change Customer Invoice Subscription

  7. OTHER

     1. PDF upload
     2. Verify company details
     3. Signing process

  The final step in the process is signing.

  You need to enter your personal identification number and choose which digital signing service to use.

  

  Indicate that you have signing rights or a power of attorney for the company before you can sign the purchase.

  You will then be navigated to Visma Sign where digital signing via Bank-ID is performed. Visma Sign is Inexchange's sister company and partner.

  The Purchase is Completed

  A receipt has been sent to your logged-in user account via email. Your company is now registered in Peppol and can start receiving e-invoices via Peppol.