Invoice Customers – Create, Edit and Import

Prepare invoice customers in admin so staff can select the right company or person when invoicing a purchase. Store the address, invoice email, payment terms and default reference here.

Create an invoice customer

1. Select the correct restaurant and open Admin → Försäljning → Fakturering → Fakturakunder (Sales → Invoicing → Invoice customers).
2. Select Ny fakturakund (New invoice customer).
3. Enter Företagsnamn (Company name) or Kontaktperson (Contact person). At least one is required to save.
4. Enter the company's Org.nr (Organisation number) and confirm it with the customer.
5. Set Betalvillkor (dagar) (Payment terms, days). The form starts at 30 days; change this to the agreed terms.
6. Enter Telefon, E-post för faktura, Fakturaadress (gata), Postnummer and Ort: phone, invoice email, street address, postcode and city.
7. Add Standardreferens / märkning (Default reference) if needed, such as a department or buyer reference.
8. Select Skapa (Create) and check that the customer appears in the list.

Find and edit

Search by company, name, organisation number or invoice email. Click a customer's row to open Redigera fakturakund (Edit invoice customer), make changes and select Spara (Save).

Check invoice email and reference before invoicing the next purchase. Customer records do not replace checking invoices already created or sent. The dialog has no credit-limit or invoice-purchase blocking field.

Import several customers from CSV

Choose Importera CSV (Import CSV) for an existing register. Import handles up to 500 data rows at a time. Split larger registers into several files.

Include a header row and at least one customer row. Use semicolons or commas as separators. For the simplest result, use these column names exactly:

foretagsnamn;orgnr;kontaktperson;telefon;epost;gata;postnummer;ort;referens;betalvillkor
Example Company;;Anna;;invoice@example.com;Example Street 1;12345;Example Town;Conference;30

Replace the example with your own customer details. Include at least foretagsnamn or a name field such as kontaktperson. Each customer row needs a company or person name.

The importer reads simple fields without quotation marks. Do not include the separator or a line break inside a field. With semicolon separation, an address can contain a comma. Enter payment terms as a number of days, such as 30.

1. Select Importera CSV and choose the file.
2. Wait for the result showing how many customers were imported.
3. Read any reported problems. Successful rows may already be saved even when other rows fail.
4. Look up several customers and check address, email and terms. Correct errors in the register or affected row before importing again.

Import the customers from Fortnox

If your customer register is already in Fortnox, you can fetch it from there instead of using a CSV file. The customers are created in Vendion and linked straight to their Fortnox customer. Future invoices then reach the right customer in Fortnox instead of creating duplicates there.

This needs a connected Fortnox integration, permission to manage integrations and the Hantera fakturering (Manage invoicing) permission.

1. Open Admin → Integrationer (Integrations) and select Hantera (Manage) on the Fortnox card.
2. Choose the Fakturering (Invoicing) tab and go to Importera fakturakunder från Fortnox (Import invoice customers from Fortnox).
3. Select Förhandsgranska (Preview). Nothing is saved yet. You see how many customers were fetched, how many will be created, how many will be linked to a customer you already have and how many are already linked.
4. If the numbers look right, select Importera … kunder (Import … customers).
5. Read the result. Customers that could not be imported are listed by name under the button; the others are already saved.

An existing customer is matched on the Fortnox customer number or the organisation number, never on the name. You can run the import again, for example after new customers have been added in Fortnox. Customers that are already linked are skipped.

Select the customer in POS

At payment, staff choose Faktura (Invoice) and then the invoice customer. The reference can be changed for that purchase. Missing customers can also be created in the POS customer selector.

Follow up the invoiced purchase under Försäljning → Fakturering → Underlag (Sales → Invoicing → Invoice bases). Creating or importing a customer creates no invoice and sends nothing to that customer. When an invoice base is transferred through a connected Fortnox integration, the customer details are used in the invoicing flow.