E-invoicing is a convenient and modern way to send an invoice. In this article, we will go through all you need to know when sending an e-invoice:
E-invoice sending to a Finnish company
Sending an e-invoice is similar to sending a traditional invoice. The only additional information you need in addition to the customer's basic information (address and company ID) is the recipient's e-invoicing address and operator code, which you can add directly to the customer's contact card or during invoicing.
If you don't know your Finnish customer's e-invoice address, you can find it here: https://verkkolaskuosoite.fi/client/index.html
Create a new invoice
Add invoice recipient (or create a new one) and add e-invoice information (e-invoice address and operator code)
Add invoice information
Click “Preview and send invoice”
Choose “Send as e-invoice” as the delivery method
Add e-invoice information (if you have not added it to the contact card previously)
Click "Send"
When you send an e-invoice for the first time, the program will ask you to complete strong authentication. This needs to be done only once. Please note that authentication can only be completed by a person who has official signing authority for the company.
E-invoice sending to an Estonian company
In order to send an e-invoice to an Estonian company, you first need to send us a request. You can do that from Settings - Invoice settings - E-invoice settings (if your company is registered to Estonia).
We will then send you a strong authentication request by email. The person mentioned in the authentication request, who has the company’s signing authority, must complete the authentication. Once the authentication is completed we will forward your request to our partner Unifiedpost AS, who will activate e-invoicing to your company within 1-2 business days. We'll send you a separate message when e-invoicing is activated.
After activation, you can send the e-invoice by taking following steps:
Create a new invoice
Add invoice recipient (or create a new one) and their Estonian business ID to the correct field.
Add invoice information
Click “Preview and send invoice”
Choose “Send as e-invoice” as the delivery method
Add the business ID, if you haven't done it before.
Click "Send"
E-invoice journey from you to your customer
When sending the invoice as an e-invoice, we will check it automatically, so that everything meets the necessary requirements. After that, our partner Apix Messaging or Unifiedpost, will send it to your customer. In general, an e-invoice will be received directly into the recipient’s accounts payable software.
How to add e-invoicing information to your customers details
Open customers contact card from Show Contacts or add a New contact if you haven't saved that contact before from New Contact:
If it's an old customer, just add click +E-invoice address button and fill in the necessary fields (E-invoice address and Operator Code). If you don't have this information, then you can check it from verkklaskuosoite.fi (in Finland) or by asking your client.
Make sure you've also added your customers other information! - Address, Postal code. etc. And remember to click Save. Now you can move on and send the e-invoice.
If you're saved your customers e-invoice address to their contact card, the service will set the invoicing method as e-invoice automatically so you only need to click the Send button.
Ps. You can also insert e-invoice address and operator code while choosing the invoicing method. The software will ask you if you want to save them to the customers contact card.
Can you send attachments along with e-invoices?
If you're sending an e-invoice to a Finnish company, you can attach the following file formats to e-invoices: pdf, jpg, png, doc, docx, xls, xlsx, odt, ods. You can attach up to 10 files to a single invoice. The maximum size of the attached files is 5 Mb.
The previous limitations are set by Finago Isolta but other invoicing systems and e-invoice operators might have their own limitations. It is recommended to check from the receiver, what types of files they can receive as an attachment. The most commonly supported file type is .pdf so you should use it whenever possible.
Other attachment requirements
You can not add attachments to an e-invoice if the recipient’s e-invoice operator is a bank
The e-invoice operator Logica does not accept attachments if the type is: .ods .jpg .xls .xlsx .docx
The e-invoice operator Enfo Zender does not currently support the processing of attachments sent through Isolta
Note! When sending an e-invoice to an Estonian company, attachments can't be added. This is a restriction by Estonian government.
How to know if a customer got the e-invoice?
We will inform you via email if there are problems with the delivery as soon as possible. If you don't hear from us, you can expect the invoice to be delivered.
Can I cancel an e-invoice?
It is not possible to cancel the sending of an e-invoice, because the invoice is forwarded to the recipient immediately after sending.
If you sent an incorrect invoice to a customer, the best way to correct the situation is to refund the invoice and send the credit note to the customer. You can then submit a completely new invoice.