Introduction

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.

Invoice documents

Invoice

• Invoice examples:
  • Invoice SE
  • E-invoice SE
  • E-invoice NO
  • Direct Debit SE
  • Direct Debit NO
  • E-invoice and Direct Debit combined SE
  • E-invoice and Direct Debit combined NO
• Distribution methods according to PayEx Standard distribution order of priority or set by preferred "distribution" in Invoice-service API.
• Dependency to legalEntity in Customer resource:
  • If distributed by e-mail: When legalEntity is set to "consumer" the e-mail message will include a link to PayEx Invoice Portal where the invoice/claim is available, otherwise a copy of the invoice/claim will be attached in the e-mail message as a pdf-file.

Reminder

• 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.
• Digital or postal distribution depending on ledger configuration.
• Example
• Dependency to legalEntity in Customer resource:
  • Late fee will be added instead of reminder fee or collection claim fee when legalEntity is set to "business" (if specially contracted with PayEx and configured in ledger)
  • If distributed by e-mail: When legalEntity is set to "consumer" the e-mail message will include a link to PayEx Invoice Portal where the invoice/claim is available, otherwise a copy of the invoice/claim will be attached in the e-mail message as a pdf-file.
  • Finland only: Different claim processes will be used depending on "consumer" or "business"

Collection claim

• 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
• Example

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.

Property	Description
Format	.png
Resolution	300 DPI or higher
Max Height	1,7 cm
Max Width	8 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.

Property	Description
Format	.png (compatible to dark mode)
Max Height	100px
Max Width	300px

Payment info

• PayEx creates invoice reference number (KID/OCR)
• BIC/IBAN is only shown if invoice receiver address is abroad
• Admin text is set by PayEx
• Supported language for invoice admin text and claims: ledger default country config + english

E-mail invoice (html)

• In general 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
• Sweden only:
  • The e-mail message will include a link to PayEx Invoice Portal landing page where the user can fetch their invoice/claim as a .pdf, instead of receiving it as an e-mail attachment.
  • If certain users / invoice receivers (business / private) needs the .pdf directly in the email message it is mandatory to use legalEntity to distinguish whether to include a .pdf in the email message or not.
  • When legalEntity is set to "consumer" the e-mail message will only include a link to PayEx Invoice Portal where the invoice/claim is available, otherwise a copy of the invoice/claim will be added in the e-mail message as a pdf-file.
• Link to PayEx Invoice Portal may also be generated via Invoice API to be used i.e. as a part of My Pages or as an invoice/payment link in a communication channel of your choice.

EDI (B2B)

PayEx Invoice Service is designed to support distribution of invoices business to business (B2B) e.g as Peppol, EHF, EDI or Svefaktura.
Detailed mapping of the Specification reference against all invoice elements is found here.
Properties need to be set according to the following, in accordance with the recipient's (your customer) preferences:

Invoice Specification references

• InvoiceService-API for Invoice Specification reference is found here.
• In order to use EInvoiceB2B (EDI), the following information is mandatory in the invoiceSpecification:
  - quantity
  - unit
  - unitPrice

Customer resource

• Customer-API reference is found here.
• In order to use EInvoiceB2B (EDI), the following information is also mandatory in the eDIAddressInfo:
  - eDIAddressInfo.Van
  - eDIAddressInfo.BuyerId

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 Invoice distribution order of priority

PayEx handles the invoice distribution according to a distribution order of priority meaning no instructions about distribution method needs to be sent to PayEx. If you wish to make certain exceptions from PayEx Default, distribution methods may be set on invoice level or customer which will than overrule the default order. In addition to the distribution method that applies, all invoices, claims and other produced documents are 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).

Important to note!

• Email (address) on Customer will result in distribution by Email when using PayEx default (no distribution method  set on invoice or customer)

The following table shows the general distribution priority order for each country. This applies from 2023-01-24. Table showing what applied before 2023-01-24 id found here.

Sweden

Priority	Distribution Type	Preferred on Customer	Preferred on Invoice
1	Archive	-	Yes
2	Email	-	Yes
3	Protected Identity (given Postal)	-	Yes
4	Postal	-	Yes
5	Archive	Yes	-
6	Email	Yes	-
7	Protected Identity (given Postal)	Yes	-
8	Postal	Yes	-
9	E-Invoice B2B	-	-
10	E-Invoice B2C internet bank (given active consent from end customer)	-	-
11	Email	-	-
12	Kivra (given active consent from end customer)	-	-
13	Protected Identity (given Postal)	-	-
14	Postal	-	-

Norway

Priority	Distribution Type	Preferred on Customer	Preferred on Invoice
1	E-Invoice B2C internet bank (given active consent from end customer)	-	-
2	Archive	-	Yes
3	Email	-	Yes
4	E-Invoice B2B	-	Yes
5	Postal	-	Yes
6	Archive	Yes	-
7	Email	Yes	-
8	E-Invoice B2B	Yes	-
9	Postal	Yes	-
10	Postal	-	-

Denmark

Priority	Distribution Type	Preferred on Customer	Preferred on Invoice
1	Betalingsservice (given active consent from end customer)	-	-
2	Archive	-	Yes
3	Email	-	Yes
4	E-Invoice B2B	-	Yes
5	Postal	-	Yes
6	Archive	Yes	-
7	Email	Yes	-
8	E-Invoice B2B	Yes	-
9	Postal	Yes	-
10	Postal	-	-

Finland

Priority	Distribution Type	Preferred on Customer	Preferred on Invoice
1	E-Invoice B2C internet bank (given active consent from end customer)	-	-
2	Archive	-	Yes
3	Email	-	Yes
4	E-Invoice B2B	-	Yes
5	Protected Identity (given Postal)	-	Yes
6	Postal	-	Yes
7	Kivra (given active consent from end customer)	-	-
8	Archive	Yes	-
9	Email	Yes	-
10	E-Invoice B2B	Yes	-
11	Protected Identity (given Postal)	Yes	-
12	Postal	Yes	-
13	Protected Identity (given Postal)	-	-
14	Postal	-	-