Send an E-Invoice from Enterprise

You are able to send e-invoices directly from Momentus Enterprise to stay compliant with evolving e-invoicing regulations across supported countries, automatically send and receive e-invoices with secure data exchange, and reduce manual work and errors. For more about E-Invoicing in Enterprise, including configuration necessary to use the integration, see About E-Invoicing in Enterprise.

Before you send an e-invoice, check the account's A/R Demographics. Confirm that:

• There is a valid tax ID.
• There is a valid email.
• The Invoice Method is set to E-Invoice (I).
• The E-Invoice Scheme is to the appropriate scheme for your region.
• If the recipient is in the Netherlands or Sweden, confirm the E-Invoice ID field contains the secondary tax ID:
  • The Netherlands (KVK)
  • Sweden (ORGNR)

To send an E-Invoice from Enterprise:

1. Create the invoice as usual in Enterprise:
   • To send an e-invoice through the PEPPOL network only, click Create.
   • To send an e-invoice through the PEPPOL network and also save a PDF version of the invoice to the Documents tab, click Create and Print.
   • To send an e-invoice through the PEPPOL network and also email a PDF version of the invoice, click Create and email Invoices. A PDF version of the invoice will also be saved on the documents tab.
2. The integration is triggered and the invoice is converted and sent.
3. Once sending is complete:
   • An invoice note is added to the Invoice Notes tab, including a Globally Unique Identifier (GUID).
   • The e-invoice document is added to the Invoice Documents tab. This document is in XML format.
   • On the Invoices page, you'll also see the GUID included in the note in the Invoice Search column.

The exact time it takes for an invoice to be sent and delivered typically depends on the destination network and receiver’s infrastructure. Delivery is usually fast (often within minutes), but this can vary.

If you don't see an invoice note or document appear after a reasonable amount of time, check the integration activity log in Momentus Connect. Navigate to Momentus Connect, click More Information on the integration and go to the Activity Log tab. 

In the Activity Log you can view a detailed log of all activity, including error messages. Click on the error message to view details; often the error message will let you know why the invoice couldn't send (such as missing data or invalid mapping), allowing you to correct the issue. You can then trigger a resend via the integration or change the invoice status back to Ready.

Is there an approval process before an e-invoice is sent?

There is no dedicated e-invoicing approval workflow, but several controls exist in Enterprise to ensure invoice accuracy before submission:

• Closing work orders and service orders gives operations and event managers an opportunity to review charges before charges are invoiced. 
• For teams that require a more formal approval step, a general invoicing approval workflow can be used: a proforma invoice is generated and sent to an approver, typically someone in the finance department, and once confirmed the actual invoice is issued.