Send e-invoices

Features for sending e-invoices are already integrated in your program. All invoices can be sent digitally from Visma eEkonomi Smart, regardless of whether you create and send one invoice at the time, send invoices to multiple recipients or if you create recurring invoices. Both sales invoices and credit notes can be sent as e-invoices and you can send all invoices digitally, no matter if they should be delivered as e-invoices, via email or sent by post to the customer. You will find current prices and more information about the benefits of e-invoices at vismaspcs.se.

To be able to send e-invoices you must enter your VAT number under Settings - Company settings - Basic information.

A Swedish VAT number starts with the country code SE, followed by the organisation number or personal identity number depending on company form, and lastly 01. Within the EU the VAT number is made up in a similar way, the number of characters can differ depending on country but it always starts with a two-letter country code. The following characters can be both digits and letters. In Sweden it always ends with 01. Special characters are not allowed.

If you have entered a corporate identity number, an e-mail address or a personal identity number (10 or 12 digits) 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.

Please note that the functionality Check recipient only is available when searching for customers that are companies.

To find out if a private individual customer can receive e-invoices via Kivra, simply edit the customer information and add the customer's personal identity number (10 or 12 digits) or e-mail address. If the customer is connected to Kivra the option Send e-invoice via Kivra will be available when you create the invoice.
  1. Add a new customer or open an existing customer in edit mode.
  2. Select Check recipient.

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.

  1. 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.

  1. Select Use marked.
  2. Add an electronic reference if your customer requires this to receive e-invoices.
  3. Select Save.

If the customer is able to receive e-invoices, but does not have the feature activated in their accounting program, you can send the customer a request to activate receiving e-invoices via Visma eEkonomi Smart.

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.

  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 the option that fits the customer type:
Post to ledger and send e-invoice for company customers.
Post to ledger and send e-invoice via Kivra for private individual customers.
If you have entered a bankgiro or plusgiro in the company settings, the customer can pay the invoice straight from Kivra's app.

Please note that if you have attached attachments to your e-invoice, these will be sent separately and an additional cost will be charged per attachment.

Regardless of whether your customer can receive e-invoices or not, you can send the invoice digitally from Visma eEkonomi 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.

The format used to send e-invoices in Visma eEkonomi Smart is called S-EDI. This is then converted to the Svefaktura format by InExchange, to fit the recipient's accounting software.

E-invoices sent to the public sector must follow the Peppol standard, and the program takes care of this automatically.

You can find your Peppol ID in Settings - Company settings - Invoice settings, under E-invoices, if you have ticked the Receive e-invoices box.

Related topics

E-invoices - Frequently asked questions
Receive e-invoices
E-invoices

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