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Sending e-invoice

This guide explains how to send invoices via the Maventa interface, set the delivery method, prevent duplicate invoice numbers, validate invoice data, and send invoices in various formats—including internationally. It also covers invoice images, error handling, and resending invoices.

 

Sending an Invoice via the User Interface

  1. Log in at https://secure.maventa.com. You will need a Maventa account and appropriate access rights to sign in.
  2. From the top menu, select “Settings” and then “Invoice Tools.” This will take you to the invoice management tools, where you can process and send invoices.
  3. Click “Send XML Invoice.” Here, you can upload your invoice data to Maventa for delivery.
  4. Choose your invoice file from your computer by clicking “Choose file” or dragging the file onto the button, then click “Send.” Please note that only XML-format invoices are supported in this interface. Once submitted, the invoice will be processed and delivered to the recipient according to the selected delivery method.

Setting the Invoice Delivery Method

Invoices can be sent electronically by using the recipient’s e-invoice address and operator ID. This is the primary delivery method. If either the e-invoice address or operator ID is missing, Maventa will automatically retrieve the necessary routing details—such as via the recipient’s business ID.

If the e-invoice address is unavailable or cannot be found in Maventa’s routing information, and the operator ID is not provided, the system will automatically select an alternative delivery method. Maventa will first attempt to deliver the invoice to the recipient as follows:

  • By searching for an alternative e-invoice address using the recipient’s business ID from our routing database.
    • If multiple potential recipients are identified, Maventa will check for an address where both the business ID and company name exactly match the recipient details provided by the sender.
    • If an exact match is found, the invoice will be delivered to that address.
    • If no match or suitable address can be found, delivery via e-invoice is not possible.
  • If an e-invoice cannot be delivered, and the recipient’s email address is provided on the invoice, the invoice will be sent by email.
  • If the sender has enabled the print service and all required address details (street address, postal code, city, country) are included on the invoice, the invoice will be sent by post.

If none of the above delivery options are available, the invoice will be marked as failed. In this case, the sender will receive an error notification along with instructions for resolving the issue. These instructions may include adding missing information, which is crucial for ensuring successful invoice processing.

Duplicate Invoice Numbers

Maventa uses the invoice number as a unique identifier. Sending multiple invoices with the same number can cause confusion and disrupt proper invoice processing. To prevent this, you can enable a setting in Maventa that blocks the use of duplicate invoice numbers within a short time frame (such as one week). If an attempt is made to send an invoice with a recently used number, Maventa will issue an error message and block the delivery. This safeguard helps ensure invoice data integrity.

To enable duplicate invoice number prevention:

1. Log in to your Maventa account at https://secure.maventa.com/login.

2. Navigate to “Settings” and select “Invoice Settings.”

3. Find the section “Sending Invoices” and select “Do not allow reuse of the same invoice number.”

After the specified protection period—typically one week—the invoice number can be used again. This flexibility is especially useful when sending reminder invoices.

Validating Invoice Data

To validate your invoice data, log in to https://secure.maventa.com.
  1. Go to "Settings" > "Invoice Tools" and select "Test XML Invoice Data."
  2. This feature allows you to check the compatibility of your invoice data before sending.
  3. Upload your invoice file by clicking "Choose file" or dragging the file onto the button, then click "Send."
  4. The system will process the file and provide feedback about any errors or missing information, such as incorrect file format or incomplete data.

Validating your invoice data in advance ensures it meets Maventa’s requirements before you send it. This proactive step helps prevent potential delivery issues and error messages in the future.

Supported Invoice Formats

Maventa supports a broad range of invoice formats to ensure compatibility with various systems. Supported formats include:

- Finvoice 1.2, 1.3, 2.0, 2.01, 3.0

- TEAPPSXML 2.7.2, 3.0

- Liinos, VismaXML 5.2, 5.3, 6.0

- PeppolBIS 2.0, 3.0

- VismaUBL 1.0, 3.0

- SI-UBL 1.1, 1.2, 2.0

- EHF 2.0, Svefaktura 1.0, S-EDI, OIOUBL 2.02

For the most up-to-date list of supported formats, refer to our documentation: Supported XML-formats.

Supported Operators and Bank Operators

Supported Operators

Invoices can be successfully delivered to the following operators:

  • Apix Messaging Oy - 003723327487
  • Basware Oyj - BAWCFI22
  • OpusCapita Solutions Oy - E204503
  • Open Text Oy - 003708599126
  • CGI Suomi Oy - 003703575029
  • Pagero Oy - 003723609900
  • Netbox Finland Oy - 003726044706
  • Ropo Capital Oy - 003714377140
  • TietoEVRY Oyj - 003701011385
  • Posti Messaging Oy - FI28768767
  • Comarch - 5909000716438
  • InExchange Factorum AB - INEXCHANGE
  • Crediflow AB - CREDIFLOW
  • Kofax Expert Systems - EXPSYS
  • PostNord Strålfors Oy - 003701150617
  • Apper Systems AB - APPER
  • Logiq
  • PEPPOL-verkosto

Supported Bank Operators

  • Nordea - NDEAFIHH
  • Danske Bank - DABAFIHH
  • OP Osuuskunta - OKOYFIHH
  • Handelsbanken - HANDFIHH
  • Oma säästöpankki Oyj - ITELFIHH
  • POP Pankki - POPFFI22
  • Aktia - HELSFIHH
  • Säästöpankit - ITELFIHH
  • Ålandsbanken Abp - AABAFI22

Before sending invoices through the bank network, it is essential to ensure that your bank connection has been activated. Without an active connection, invoices cannot be routed through the banking network.. 

Attachments in E-Invoices

Attachments can be included with both e-invoices and email invoices. Each attachment is limited to 10 MB, with a maximum combined file size (including invoice data) of 150 MB per invoice. Permitted file types include: *.pdf, *.doc, *.xls, *.xlsx, *.tif, *.jpg, *.gif, *.txt, *.xsl, *.html, and *.htm. Always refer to our latest documentation for the most current list of supported file types.

Be aware that some recipients' operators impose lower file size limits—sometimes 5 MB or less—which is especially important for larger attachments.

Due to banking network restrictions, invoice images (PDFs) cannot be sent through the bank network. However, Maventa automatically converts these images to include a link to our presentation service, allowing recipients to access the original invoice image online. Other attachments are not transmitted via the bank network. If the recipient’s operator does not support attachments, Maventa automatically removes them from the invoice but includes a secure link for the recipient to download the files.

When submitting attachments through Maventa, follow these naming conventions: use only lowercase a–z, numbers 0–9, periods, and underscores (.), (_). File names are limited to 50 characters. Special characters such as å, ä, and ö are not supported to maintain compatibility across different systems.

Invoice Image

For e-invoices, your own software’s invoice image is always used if it has been provided to Maventa.

To enable your custom invoice image for printed invoices:

  1. Go to "Settings"
  2. Select "Invoice Settings"
  3. Navigate to "Sending Invoices"
  4. Choose "Print Service"
  5. Enable “Use custom PDF images for printouts”

To add your logo to PDF invoices generated by Maventa:

  1. Go to "Settings"
  2. Select "Invoice Settings"
  3. Navigate to "Sending Invoices"
  4. Open "Invoice Image Settings"
  5. Attach your file
  6. Click "Upload"

Resending Invoices and Handling Invoice Errors

You can resend a previously sent or failed invoice using your preferred delivery method:

1. Log in to Maventa at https://secure.maventa.com/.

2. Open the “Sent Invoices” tab.

3. Locate the invoice you wish to resend.

4. Click "Resend Invoice."

5. Select the appropriate delivery method.

6. Complete the routing details and click "Resend Invoice."

Invoice Error Handling

Invoice errors may arise for several reasons, including incomplete or incorrect data. Accurately identifying where the error occurs in the process is key to resolving the issue efficiently.

The most common causes of invoice errors are invalid e-invoice addresses or missing information. Errors can also occur if the recipient’s system is incompatible with the invoice format or if essential data—such as payment details—is missing.

If an invoice encounters an error status, start by reviewing the error message provided by the system. Correct any issues in your invoicing software and generate an updated invoice. Ensure that all billing details are complete, including recipient information, invoice number, payment details, and due date. Pay special attention to operator codes and the e-invoice address for accuracy.

More information on invoice errors and error handling can be found from article Invoice errors and error handling

International Deliveries and the Peppol Network

With Maventa, you can send e-invoices internationally in the same way as domestic invoices—either as an e-invoice, by email, or in paper format. For cross-border e-invoicing within Europe, Maventa utilizes the Peppol network, ensuring secure and standardized invoice delivery. If you wish to send invoices via Peppol, please refer to our guide "Sending an invoice to Peppol-Network"

All invoices sent through Peppol are delivered in the PeppolBIS format. When an invoice is sent from Maventa via the Peppol network, it is automatically converted to PeppolBIS format regardless of the original invoice format.

Maventa automatically converts outgoing invoices to a format supported by the recipient’s operator. For example, you can send a Finvoice file to a Swedish recipient, and Maventa will handle conversion to the recipient’s compatible format.

Through Maventa’s internal network, you can also send invoices to international companies that use Maventa as their operator. The recipient’s e-invoice address can be found using Maventa’s e-invoice address search tool. For these transactions, the operator code for Maventa addresses is always 003721291126.

Frequently Asked Questions

How do I send an invoice via the user interface? Log in to the service, select “Settings” > “Invoice Tools,” click “Send XML Invoice,” and follow the on-screen instructions.

How do I set the invoice delivery method? Maventa delivers invoices as e-invoices, by email, or through the print service using automatic routing information.

What happens if I use the same invoice number within a week? By enabling the appropriate setting, you can prevent the reuse of invoice numbers; the system will display an error message and block reuse for one week.

Which invoice formats are supported? A full list of supported formats is available in the “Supported Invoice Formats” section of this guide.