Receive e-invoices

When you activate the receiving of e-invoices your company will be added to Visma's register of possible e-invoice receivers. This means that your suppliers can see that your company is ready to receive e-invoices. To activate the feature, follow the steps below.

1. Go to Apps and extensions and select Receive invoices.
2. Select the Activate button to the far right.
3. Fill in the order information.

By asking your suppliers to send e-invoices, the transition to a more efficient way of handling purchase invoices can be accelerated.

1. Go to Purchasing - Suppliers.
2. Select the Invite supplier to send e-invoices link found at the bottom left corner of the window, or edit a supplier and select the same link from there.
3. Select the suppliers you want to invite to send e-invoices.
4. Select Next.
5. Edit the message if you want to add or change something.
6. Select Send invitation.

This is how the text sent to the supplier looks:

You will receive a notification when a supplier sends you an e-invoice.

1. Select the link in the notification or go to Purchase - Supplier invoices and the Drafts tab.
2. Select the purchase invoice you want to register.
3. Choose Actions - Open.

4. Select the accounts against which the invoice should be posted.

5. Select Post to ledger.

If your suppliers cannot send e-invoices you can still receive the purchase invoices digitally in Visma eEkonomi Smart. You have two alternatives to choose from.

Alt. 1. Receive purchase invoices via e-mail directly to the program (recommended)

Let your suppliers send PDF invoices directly to Visma eEkonomi Smart by using a unique e-mail address. The program will automatically interpret the invoice data in real-time so that you can pay and post the invoice to the ledger in just a few clicks.

1. Go to Purchasing - Source document images.

2. In the bottom left corner, select the Do you want to receive e-mails under Source document images? .

3. Select Activate to activate the service.

A unique e-mail address will be created upon activation, which you can share with your suppliers. The e-mail address is shown in the bottom left corner of the Source document images.

You can manage all senders by selecting the Manage senders link, which you find in the bottom left corner next to your unique e-mail address. Here you can approve or block specific e-mail addresses by using the toggle button next to each address. The list consists of the e-mail addresses you have entered under Basic information and Contact person on your suppliers.

The first time you receive an invoice from a new sender, you need to approve the sender. A message will then appear and there you should click on the link manage. The Manage senders box opens where you approve the sender by choosing Approved. Once you have approved the sender the program will read and add the document.

Alt. 2. Use the scanning service to receive digital invoices sent by mail and/or e-mail

1. Select Settings - Company settings, and the Invoice settings tab.
2. Check the Activate the scanning service to receive printed and emailed invoices as e-invoices from your suppliers box.
3. Ask your suppliers to send the invoices to the addresses shown.

You can download a PDF with the address information under Apps and extensions - Receive invoices.

When you receive a scanned invoice, you handle it as an e-invoice in Visma eEkonomi Smart.

Delivery time

PDF invoices received at the scanning service before 12:00 will be processed and can be imported into your program no later than 09:00 the following working day. PDF invoices received after 12:00 on day 1 will be available for import no later than 09:00 on day 3 (applies to weekdays).

Paper invoices received at the scanning service before 12:00 will be processed and can be imported into your program at 12:00 the following working day.

It may take longer than the above-mentioned times depending on the IT environment in your company.