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Registration and configuration of a Maventa account

This support article guides users through registering and setting up a Maventa e-invoicing account. It covers creating a new company and admin user account via the Maventa login page, electronically verifying company's basic details and signing rights, and activating the account using an email link and two-factor authentication. The article also provides instructions for configuring onboarding settings, which include filling in the postal address and billing settings, country-specific account authorisation, and activating invoice reception, including the Peppol network. Finally, the article instructs on verifying information on the summary page that finalises the process.

Maventa acts as an e-invoice operator for companies that send and receive e-invoices via accounting software. The system's invoice views can be viewed by both user- and admin-level users, but company account settings and onboarding management are only available to admin users.

The registration of a new company and admin user can be performed either directly through a software integration according to the accounting software's own instructions, or independently via Maventa's registration pages. The account can be registered via Maventa's pages for Finnish, Swedish, Norwegian, and Danish companies. For other countries, registration can only be done from the software in use via the API.

A comprehensive list of all supported countries and required company identifiers can be found in Maventa's documentation: Companies and Settings - Create company account.

💡 If the software in use supports Maventa account registration from within the software, this is the recommended way to register the account.

Activating e-invoicing and connecting software

Starting e-invoicing requires connecting the accounting software to the Maventa account. The connection can be made in two different ways depending on the software in use:

Connecting with a ready-made software integration

The most straightforward way to start e-invoicing is to connect the accounting software directly to the Maventa account. Software-specific ready-made integrations can be viewed in Maventa's integration listing or verified directly with the product support of the software being implemented.

Connecting without a ready-made software integration (Maventa Connector)

If the accounting software in use does not have a ready-made integration to Maventa, but the software can create and process general e-invoice formats in XML format, a connection can be established using the Maventa Connector program.

Maventa Connector is a free-to-download program for Windows, that connects accounting software to Maventa's invoicing network. The program is installed either locally on a computer or on a server, and log in is completed using Maventa credentials. The application is used at the user's responsibility.

ℹ️ Additional information about Maventa Connector is available in Maventa's documentation here: Maventa Connector.

📌 Note that Maventa Connector is no longer developed and is not recommended for new customers. 

Registration and configuration of onboarding settings via the Maventa registration page

Creating a Maventa account requires a valid, supported business identifiers. The account can be registered via Maventa's pages for Finnish, Swedish, Norwegian, and Danish companies.

If registration and configuration of onboarding settings are done via the Maventa pages, the process progresses for the admin user through the following phases. This guide covers the registration process of a new company account and a concurrently created new admin user account, followed by the configuration of onboarding settings (Wizard) directly in the Maventa user interface.

📌 These instructions apply to a completely new user who does not yet have existing Maventa credentials. If a admin user which is already registered in the system wishes to create a new company account, the action is performed according to these instructions: Create company: Registering a new company account by an admin.

Part 1: Registration of a new company account and admin user

The person performing the registration must have the signing or representation rights for the company. Representation rights are verified from official registries, and the signature is collected electronically during the process.

Step 1: Registration start

Navigate to the Maventa login page. Select the Create a new company account link located under the text Connect your company to Maventa’s network on the right side of the page.

Step 2: Basic company details and verification of representation rights

Fill in the basic company details in the view:

  • The company or organisation I represent: Enter the official name of the company
  • The country where the company is registered: Select from the drop-down menu (e.g. Finland)
  • Business ID: Enter the official, supported business identifier

After entering the details, activate the I confirm that I'm authorised to sign on behalf of this company checkbox. This verification confirms the right to act as the official representative of the company and the authorisation to conclude the agreement arising from opening the account.

Step 3: Admin user details and acceptance of terms of service

Once the representation rights checkbox is active, the Company's admin user details section opens on the right side of the view. Fill in the following details:

  • First name and Last name
  • Email (will act as the username in the future)
  • Phone (not mandatory)
  • Password for the admin user and its confirmation

Activate the I accept Maventa's Terms of Service on behalf of the organisation checkbox in the bottom left corner of the form. Proceed by clicking the Continue creating company and user account button.

Step 4: Confirmation of the first registration phase

After submitting the form, the system displays a confirmation page with the message "Thank You for registering!".

An automatic confirmation message containing the account activation link is sent to the stated email address. The account must be activated via the link in the message before the first login. If the confirmation message is not visible within 15 minutes, check the spam folder.

When the activation link sent via email has been used and the user logs into the account for the first time, the system directs the user to enable two-step authentication (Authenticator).

Part 2: Configuring onboarding settings

After two-step authentication is enabled and login to Maventa is successful, the system directs the user to configure the company account's onboarding settings (Wizard). Configuring these settings requires Admin-level access rights.

Step 1: Post address

The company's official postal address is defined in the first phase to be used as the default on sent invoices.

  1. Fill in the mandatory fields: Street address, Post-code / ZIP-code, and Post office.
  2. Select the company's operating country from the drop-down menu.
  3. Use the blue hyperlinks (Additional addresses, City, State) below the fields if necessary to enter more detailed address information.
  4. Proceed by clicking the Next button.
Step 2: General settings

Invoicing-related email settings and printing service settings are defined in this phase.

  1. Company email: Enter the company's general email address into the field.
  2. Invoice email: Define the address where automatic notifications regarding incoming invoices are sent. If the Send email notification about incoming invoices checkbox is not activated, notification messages for incoming invoices will not be sent.
  3. Sending invoices via email: Select the delivery method for invoices sent via email, or choose not to send email invoices.
  4. Printing service: If the print service is enabled, configure its settings (e.g. letter class, colour printing setting). The service prints and posts invoices as letters to recipients who cannot be reached via e-invoices or email invoices.
  5. Proceed by clicking the Next button.
Step 3: Company authorisation and opening the bank network connection

The signing process workflow in this phase differs depending on whether the account is a Finnish company account or a foreign company account (Sweden, Norway, Denmark). Follow the country-specific instructions:

Option A: Finnish company accounts (FI)
  1. Sending the invitation: Enter the email address of the person with signing rights into the Signee email address text field and press Send invitation button.
  2. Pending status: The system enters a pending status and notifies that the invitation has been sent successfully.
    • The signatory receives a signing invitation from Maventa (noreply@mail.maventa.com).
    • The email subject line is formatted as [Company name] - Document signing request.
    • The signing link in the message remains valid for 7 days.
    • The electronic signing process must be completed in a single session once the signatory opens the link. If the link expires or the process is interrupted, send a new link by pressing the Send button again. 
    • The system displays the notification Waiting for the signee to open the invitation during the pending status. Verify the situation if necessary by clicking the Check status button.
  3. Completing the signature: When the signatory has successfully signed the authorisation using strong authentication, a green confirmation appears: Signing complete. You can continue to the next step.

    A bank network connection activation request is sent to the bank in connection with the authorisation. Information about the opening of the bank network connection is delivered by email approximately one week after activation.
  4. Proceed by clicking the Continue button.
Option B: Swedish, Norwegian, and Danish company accounts (SE, NO, DK)
  1. Sending the invitation: Initiate the activation process by entering the signatory's email address and clicking the Send button. The account's admin user's email address is generated automatically in the text field, but it can be changed before sending if necessary.
  2. Pending status: Once the invitation is sent, the system provides a confirmation that the Visma Sign signing request has been delivered to the stated address.
    • The signatory receives a signing invitation from Visma Sign (visma.sign@visma.com).
    • The email subject line is formatted as Invitation from Visma to sign the document Authorisation for electronic invoicing account [Company name and company registration number].
    • The signing link in the message remains valid for 7 days.
    • If the signatory's email address needs to be changed after sending, or if a new invitation must be sent to replace an expired one, click the Choose here to go back to change the email address hyperlink that appears in the view.
  3. Completing the signature: The system receives a confirmation from Visma Sign once the signatory has successfully signed the authorisation using strong authentication. Completing the onboarding settings can also be done later, as the system sends an email notification once the signature confirmation is received.
  4. Proceed by clicking the Continue button.
Step 4: Invoice receiving

The company's readiness to receive e-invoices through Maventa is defined in this phase.

  1. Receive invoices: Activate the checkbox if e-invoice receiving is to be enabled. This publishes the company's e-invoice address in the public e-invoice address registry for other operators to access.
  2. Register as a Peppol recipient: Select this checkbox if the company wants to receive electronic invoices from foreign organisations through the Peppol (pan-European Peppol network). Activating the Peppol connection is only successful if e-invoice receiving is also activated. Registration is free of charge.
  3. Confirm choices by clicking the Save button.
Onboarding summary

When all four steps are completed, the system displays the Summary page, which shows the official e-invoicing details generated by the system:

Registered data Description / Meaning
Company and Postal address Official address details configured in step 1.
Your company's electronic invoice address codes (EIA/EDI) for receiving invoices EIA/EDI identifier generated by the system for receiving invoices.
Your company's operator for receiving invoices Operator identifier required by business partners for invoicing.
Service statuses Confirmation of whether invoice receiving, bank network (FI), and print service are active.

Onboarding is finalised and the main view of Maventa user interface is accessed by clicking OK button.

The details update to the public registry during the following night after the registration is completed. If the company receives e-invoices via Maventa, it is recommended to notify suppliers of the new invoicing details by sending a supplier letter.