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Company settings

This article guides the Maventa account admin user in managing company information, account settings, and billing information. The article describes how to modify basic company details, email reports, and notification settings. Additionally, the guide covers selecting delivery methods for Maventa's own service invoices, adding bank accounts, and managing user rights.

The company's Maventa account settings are always the responsibility of the account's admin user. Other user roles do not have the rights to modify company account settings.

Company details

To edit basic company information, log in to the service and navigate to the Company details section under account settings. In this section, you can review or modify the following information:

Basic company information

Name, Business ID, E-invoicing Address (EDI/OVT identifier), Country, Company Email.

Name: The company name can be edited by the account admins. If the company name changes, follow these steps to update it:

  1. In the Maventa account, go to: Settings > Company settings > Company details

  2. Correct the company name in the designated Name* text field

  3. Click the Update button at the bottom of the view

Business ID: The company's Business ID provided during registration. Once defined, the Business ID cannot be changed. If the ID changes due to a change in legal form or a merger, a completely new account must be created with the up-to-date ID. Detailed instructions on corporate restructurings can be found here: Company mergers and acquisitions.

EIA/EDI code: The company's e-invoicing address generated during account registration.

Country: The company's operating country provided during registration.

Company email: The general contact address for the company, which also appears on invoice details. This is editable by admin users. Follow these steps to update company email:

  1. In the Maventa account, go to: Settings > Company settings > Company details

  2. Update the email address in the Company email* text field

  3. Click the Update button at the bottom of the view

Email reports

Enable email reports: The admin users can subscribe to a brief report regarding company account invoice volumes via email. The report includes the number of received, sent, and failed invoices. Frequency can be set to daily, weekly, or monthly. Alternatively, select Off to disable reports.

Report emails: Define the email address(es) where the reports should be sent.

Follow these steps to update email reporting settings:

  1. In the Maventa account, go to: Settings > Company settings > Company details

  2. Select from the drop-down menu under Enable email reports to;

    1. Enable reporting and define how often reports are sent: Daily, Weekly, Monthly
    2. Disable reporting: Off

  3. Enter the recipient address(es) in the Report emails text field. Separate multiple addresses with a comma ( , )

  4. Click the Update button at the bottom of the view

Disable all notifications

Disable all notifications: The admin users can block or allow automatic notification messages sent by Maventa to the company email. This does not apply to critical notifications, such as invoice delivery failures or notifications regarding newly detected bank account numbers.

Follow these steps to update notification settings:

  1. In the Maventa account, go to: Settings > Company settings > Company details

  2. Toggle the Disable all notifications checkbox:

    • Active: To block all notifications from Maventa to company email

    • Inactive: To receive notifications from Maventa to company email

  3. Click the Update button at the bottom of the view

📌 Notification setting restrictions do not apply to critical exceptions. The system always sends an automated notification for invoices that have failed or contain errors, even if other optional email messages are blocked for the company email address.

This ensures that potential errors are always brought to the user's attention and can be resolved without delay.

Automatic e-invoice instruction page

Automatic e-invoice instruction page:  The admin users can enable a setting for invoices sent via the print service which, when active, automatically prints an instruction page with each printed invoice. This page explains how the recipient can receive invoices as e-invoices in the future.

The instruction page is free of charge and is only printed with paper invoices.

Follow these steps to update automatic e-invoice instruction page settings:

  1. In the Maventa account, go to: Settings > Company settings > Company details

  2. Toggle the Automatic e-invoice instruction page checkbox:

    • Active: To include the instruction page

    • Inactive: To disable the instruction page

  3. Click the Update button at the bottom of the view

💡 If the company uses Maventa to send paper invoices via print service, it is recommended to keep this setting active.

The language of the invoice image for received invoices

The admin users can use this setting to define the language for invoice images that are automatically generated by Maventa to replace a missing image attachment.

If a language is not separately specified in the company account settings, the operating country provided during account registration is used as the default language.

This setting is useful in situations where a supplier has sent only invoice xml without a invoice image. The setting applies only to received invoices and is active only when the original invoice image is missing. If the supplier has included their own invoice image, that original pdf file is used, and the image created by Maventa is not generated.

Follow these steps to update the language of the invoice image for received invoices settings:

  1. In the Maventa account, go to: Settings > Company settings > Company details

  2. Select from the drop-down menu under The language of the invoice image generated by Maventa for received invoices;

    1. The desired invoice image language, if this is other than the company account's operating country. Options are: EN, FI, SV, NO, DA, NL
    2. 'Select language', if you wish to keep the default language in the setting, i.e. the company account's operating country
  3. Click the Update button at the bottom of the view

ℹ️ The selected language determines the fixed structural text of the invoice image. It does not affect variable content, such as product names, row descriptions, or free-text fields added by the sender.

User API key and company UUID

The right-hand column of the Company details section displays the admin user’s personal API Key and the Company UUID. These identifiers are used to connect the Maventa account to the accounting software.

Detailed instructions can be found here: User API Key and company UUID.

⚠️ To ensure data security, it is extremely important to note that a full user API key must never be shared with outsiders. Sharing the API key to third parties constitutes a significant security risk

Company billing UUID serves as the customer number in situations where Maventa bills the company directly. This can be found in the transaction report attached to invoices sent by Maventa Oy. Detailed information on Maventa's service billing can be found here: Maventa service billing.

Note that the Company UUID and Company billing UUID are two different identifiers.

Billing information

The admin users of the company account can define and update the billing information for the Maventa service. These settings are used when Maventa bills the company directly for the use of the service. Detailed information on Maventa's service billing can be found here: Maventa service billing.

The billing method is defined by filling in the details according to the desired delivery method. The system follows an automatic order of priority, which determines the channel through which the invoice is sent. The order of priority for the billing method is as follows:

  1. Billing through another company (Consolidated billing)

  2. Maventa account / E-invoice

  3. E-mail

  4. Billing address

If multiple sets of information have been entered, the system always selects the delivery method in the order of this list. If a method lower in the priority order is selected in the settings, the data for methods with higher priority will be automatically cleared. For example, selecting email billing will remove saved e-invoice details.

Instructions for different billing methods

Follow these steps to update the company's billing method or information on the company Maventa account:

  1. In the Maventa account, go to: Settings > Company settings > Billing information

  2. Select the billing method from the Billing information view by clicking the radio button for the desired billing method: Maventa account, E-invoice, E-mail, Billing address, or Billing through another company

  3. Fill in the required fields for the chosen method

  4. Click the Save button at the bottom of the view

Billing method Requirements and effects
Maventa account Invoice receiving must be active on the company's Maventa account.
The address information and method appear automatically. Overrides email and post.
E-invoice Enter the e-invoice address and operator code. Overrides email and post.
Email Enter the email address. Will retain postal address information but will clear all other billing information.
Billing address Enter the postal details. Will clear all other billing information.
Billing through another company
 Select the billing company from the dropdown menu. Consolidated billing is available for Finnish and Swedish companies only. Requires all accounts to be managed by the same admin. Overrides other methods.

Postal address

The admin users can update the company's postal address through this setting.

Follow these steps to update the company's postal address information on the company Maventa account:

  1. In the Maventa account, go to: Settings > Company settings > Postal address

  2. Fill in the required postal address information in the designated text fields. The mandatory fields are: Street address, Postal code, Post office, City, Country

  3. Click the Save button at the bottom of the view

Bank accounts

The admin users of the company account can add or update the company's bank account details through this setting if necessary. Bank account details should only be added to Maventa if the accounting software in use retrieves account number information for the invoice data directly from Maventa.

Follow these steps to update or add bank account details to the company's Maventa account:

  1. In the Maventa account, go to: Settings > Company settings > Bank accounts

  2. A new account is added in the Add bank account view. Existing information can be edited in the same view

  3. Complete the following details on the form:

    1. Bank: Name of the bank

    2. Account number: Account number in other format than IBAN

    3. IBAN: Account number in international format

    4. SWIFT: The bank's unique identification code (BIC)

    5. Define the bank account as the default account if necessary by clicking the Default? checkbox active. If the company has multiple bank accounts, this selection determines which account is primarily transmitted to the outgoing invoice data

  4. Click the Add button at the bottom of the view

💡 If it is unclear where the accounting software retrieves bank account details from, it is recommended to confirm this with the software provider before entering the information.

Users

The addition of new users and the management of access rights is always the responsibility of the company account's admin users.

Detailed information and instructions on managing company account users can be found here: User account - Creating and managing users.