Invoice layout

Introduction

This section covers the invoicing process and invoice layout functions.

You can tailor you invoice content and managing the distribution according to your business needs - from adding your company logo to editing invoice columns, or choosing distribution methods.

Invoice documents

Invoice

Invoice examples:

Reminder (DRAFT)

  • Reminders and Collection claim always refers to the original invoice and a copy of the invoice is attached on the back of the claim document.
  • Postal distribution
  • Description and example

Collection claim (DRAFT)

  • Reminders and Collection claim always refers to the original invoice and a copy of the invoice is attached on the back of the claim document.
  • Postal distribution
  • Description and example

Editing the invoice content

Much of the Invoice Service API properties are optional. I.e. you can choose whether or not most of the invoice order line columns and references are to be presented on the invoice or not.

  • InvoiceService-API for Invoice Specification reference is found here.
  • Detailed mapping of the Specification reference against all invoice elements is found here.

Logotype

Logo used for print

To use your own logotype for invoices generated by PayEx Invoice Service you need to send a logotype image to setup.invoice@payex.com together with customer identification.

PropertyDescription
Format.jpg or .pcx
Resolution300 DPI or higher is highly recommended
Max Height1,7 cm
Max Width8 cm

Logo used for digital distribution

To use your own logotype for digital invoices generated by PayEx Invoice Service you need to send a logotype image to setup.invoice@payex.com together with customer identification.

PropertyDescription
Format.png (preferred and compatible to dark mode) or .eps
Max Height100px
Max Width300px

Payment info (DRAFT)

  • PayEx creates invoice reference number (KID/OCR)
  • Structure of invoice reference number
  • BIC/IBAN is only shown if invoice receiver address is abroad
  • Admin text
  • Supported language for invoice admin text and claims: default and how to set preferred language

E-mail invoice (html)

  • Invoice is distributed as an html based e-mail with invoice document attached as a file, if <distribution> is set to Email.
  • e-mail layout adapts to receivers device and settings.
  • Logo for digital distribution is used. 
  • Example of e-mail layout using iPhone 11 Pro Max, iOS 14 is found here

EDI (B2B)

PayEx Invoice Service is designed to support distribution of invoices business to business (B2B) e.g through EHF, EDI or Svefaktura.

Properties in Invoice Specification references need to be set in accordance with the recipient's (your customer) preferences.

  • InvoiceService-API for Invoice Specification reference is found here.
  • Detailed mapping of the Specification reference against all invoice elements is found here.
  • If distribution is set to EInvoiceB2B, the following information is mandatory in the invoiceSpecification:
    - quantity
    - unit
    - unitPrice

Invoice attachment (enclosure)

PayEx Invoice Service offers the possibility to add invoice attachments. The attachment will be produced as an extra page following the invoice document. Attachments can be distributed both electronically and by postal service.

To use Invoice attachment a pdf-document is required consisting of one or more pages.

Standard distribution order of priority

Distribution method is set by API on invoice level or set by customer consent handled by PayEx. Customer consent (when applicable) will override distribution type set in API.  In the absence of any of these instructions, PayEx standard default priority apply.

In addition to the distribution method that applies, all invoices, claims and other produced documents are by default archived and made available as pdf-files in PayEx invoice archive.

Protected Identity is a special postal distribution type set by updating customer info via address check made in PayEx ledger (exceptional cases only).

Archive Only will be available as in the future (not implemented yet).

Sweden

Default PayEx priorityDistribution TypeSet in APIOverrides API
1EInvoiceB2CSE (given active consent from end customer)NoYes
 EmailYesNo
2ProtectedIdentityN/AN/A
 EInvoiceB2BYesNo
3PostalYesNo

Norway

Default PayEx priorityDistribution TypeSet in APIOverrides API
1EInvoiceB2CSE (given active consent from end customer)NoYes
 EmailYesNo
 EInvoiceB2BYesNo
2PostalYesNo

 

Created by Fredrik Nilsson on 2021/05/26 18:02