Send e-invoices

If you have entered a corporate identity number for your customer, the program automatically checks whether the customer can receive e-invoices when you create an invoice. You see a message about this in the invoice view. You can also check whether the customer can receive e-invoices by opening the customer in edit mode.

Check e-invoice recipient

1. Add a new customer or open an existing customer in edit mode.
2. Select Get details...

When the program searches for your customer's electronic recipient information, the customer name, corporate identity number or GLN is used to identify the customer.

3. Mark the recipient that matches your customer.

The program may find several possible recipients based on your customer's information. Check the results and choose the option that matches your customer.

4. Select Use marked.
5. Select the E-invoice operator name.
6. Enter the Customer's electronic address.
7. Add an electronic reference if your customer requires this to receive e-invoices.
8. Select Save.

If you cannot find your customer by searching for invoice recipients, but you know that your customer wants to receive e-invoices, you can send the customer information to Visma in order for us to add the customer as a recipient.

Add e-invoice recipient

1. Select Sales - Customers.
2. Select the customer you want to add as an e-invoice recipient.
3. Select Edit.
4. Select Check recipient in the bottom right corner.
5. Select New recipient.
6. Enter as much information as possible about the customer and the service provider.
7. Select Send.

The information is then submitted and you will be sent an email when the customer information has been checked and added. This is normally handled within one business week.

If you have created a sales invoice and selected Post to ledger and send e-invoice, you will be able to search for a recipient directly from there. This means that you in this case will not find the Check recipient button when following the steps above.

When sending e-invoices you create the invoice the usual way. Both sales invoices and credit notes can be sent as e-invoices.

1. Select Sales - Sales invoices.
2. Select New sales invoice.
3. Choose the customer you want to invoice.
4. Enter the invoice date.
5. Add the articles you want to invoice.
6. Select Post to ledger and send e-invoice.

Regardless of whether your customer can receive e-invoices or not, you can send the invoice digitally from Visma eAccounting Smart. If you select Post to ledger and send letter, Visma will print the invoice, put it in an envelope, add postage and send it in the post to your customer.

When you send an e-invoice from Visma eAccounting Smart, the invoice is sent from your computer to your customer's computer. The customer's accounting program receives the e-invoice and uploads it.

All invoice information is processed automatically and all information is entered in the correct spot in the receiving system. The e-invoice contains the same invoice as a printed invoice and consists of both the invoice information and an invoice in PDF format. As the e-invoice includes a PDF file, the recipient is able to preview it. You are also allowed up to 4 attachments per invoice (5 MB per attachment).

Check whether the customer can receive e-invoices

If you entered a corporate identity number for your customer in the customer register, the program automatically checks whether the customer can receive e-invoices when you create an invoice. You can also manually initiate a check of the customer in the customer register.

When you send an e-invoice from Visma eAccounting Smart, the invoice is sent from your computer to your customer's internet bank as a regular e-invoice.

Before sending e-invoices to private individuals, each customer must approve receiving invoices from your company. When you send an e-invoice to a customer for the first time, you will be prompted to enter the customer's mobile number, email and postal address, if this information has not previously been added about the customer. The customer will receive a text message/email where they give their approval if they want to receive e-invoices from your company. If the customer does not approve, the e-invoice will be sent as an email. If the email address is missing, the invoice will be sent by regular mail.

Please note that it is not possible to add attachments to e-invoices sent to private individuals. This is only possible for e-invoices sent to other companies.