E-invoicing guide – Tips and frequently asked questions

This article contains the most important tips and frequently asked questions on electronic invoicing.

In Procountor Solo, sending electronic invoices is as easy as possible, but there are a few things that should be remembered when sending them.

This article covers the following: 

1. How to send an electronic invoice?
2. What is an electronic invoice reference?
3. How much does electronic invoicing cost?
4. How to send attachments with an electronic invoice? 
5. What are the most common problems in electronic invoicing?
   
   

The journey of an electronic invoice from you to the customer

We promise that with the help of Solo, anyone can send electronic invoices. You do not need separate agreements with e-invoice operators, as all Solo users have the ability to send electronic invoices.

When you send an invoice via the e-invoice service, we receive it in Solo and automatically check that everything is in order. When you send an e-invoice, our invoicing partner forwards it to the e-invoice operator who then delivers it to your customer. Usually, electronic invoices are received directly in the recipient's accounts payable system.

 

Sending e-invoices 

Sending an electronic invoice is fairly similar to sending a traditional invoice. The only new piece of information you need is the recipient’s electronic invoice addresses, which you can either add to the customer’s information or include in the invoice at sending. 

Sending an electronic invoice:

1. Create a new invoice
2. Add the invoice recipient (or create a new recipient) and enter the electronic invoice addresses
3. Fill out the invoice information
4. Click "Preview and send invoice"
5. Select "Send as e-invoice"
6. Fill out the electronic invoice addresses, unless you already added these to the customer’s information

 

How much does electronic invoicing cost?

You can check the current e-invoicing prices on our website.

 

How do I pay for sent e-invoices?

We charge for the sent electronic invoices / invoices sent via the print service in connection with the monthly fee.

 

What is an electronic invoice address and where can I find it?

The electronic invoice is the invoicing company's or the recipient's address that enables sending electronic invoices to companies. Electronic invoice addresses can be formed on the basis of an EDI, IBAN or web services ID.

We recommend asking the electronic invoice address and operator ID directly from the recipient. You can also check the recipient's electronic invoice address in the electronic invoice address database that is maintained by TIEKE at www.verkkolaskuosoite.fi

The most common electronic invoice address formats:

• 003712345678
• FI2112345600000785
• TE003712345678

Note! Remember to spellcheck the electronic invoice address and operator ID before sending the invoice! Incorrect address or operator ID are among the most common reasons for failures in e-invoice sending.

 

What information is mandatory in e-invoices?

An electronic invoice must include the recipient’s address (street address, postal code and city), your bank account information (IBAN and BIC), as the Finnish Tax Administration requires that these be marked on all invoices. And of course, each invoice must have an electronic invoice address. 

 

Are there any restrictions on the number of characters or data content?

We use the Finvoice standard for electronic invoice forwarding, and the standard specifies the maximum lengths and numbers for certain fields. The standard ensures that the invoice content is transmitted to the recipient’s system correctly.

Some examples of the restrictions:

• The sender's website address must not exceed 35 characters
• The maximum length of the invoice row text is 100 characters.

In other words, the number of characters is limited in some electronic invoice fields. The online service does not allow you to send the electronic invoice if it does not meet these Finvoice requirements.

 

Can I send attachments with electronic invoices?

Yes, of course! You can add files in the following formats as attachments to electronic invoices: pdf, jpg, png, doc, docx, xls, xlsx, odt, ods. You can upload up to 10 files, and their total size may not exceed 5 Mb.

We recommend checking with the recipient which attachments they support. The most commonly supported file format is .pdf, which should be chosen, where possible.

 

Operator-specific things to note with regard to attachments:

• At the moment, attachments cannot be sent with the invoice, if the recipients e-invoice operator is a bank
• E-invoice operator Logica only accepts PDF attachments
• E-invoice operator Ropo Capital does not support the handling of attachment sent through Solo at the moment

 

Hooray, I managed to send an electronic invoice! How do I know if it has reached its recipient?

If there are problems with transmitting the invoice, we will let you know. If we do not report a problem, you can safely assume that the sending was successful.