An e-invoice is a digital invoice sent directly to the recipient through an electronic invoicing network, instead of by email or print. E-invoicing is available in Finland, Sweden, Norway, Denmark, and Estonia.
E-invoicing is not active by default. To activate it for your clinic, contact Provet support.
Requirements
Before you can send e-invoices, make sure the following is in place:
Support has activated e-invoicing for your clinic.
Your clinic location profile is complete with contact, business, and banking details, including your International Bank Account Number (IBAN) and Bank Identifier Code (BIC). To check or update your clinic location profile, go to Settings > General > Clinic location > Clinic location profile.
The client you are invoicing is located in a supported country.
Setting Up Client E-Invoice Details
Once e-invoicing is activated, two new fields appear on the client details page:
E-invoice electronic address
E-invoice operator identifier
You can save each client's e-invoice details in these fields so that the information is pre-filled when you send future invoices. You can also enter or update this information directly when sending an individual invoice.
Note: If you fill in the client's e-invoice details after the invoice has already been finalized, the information will not be carried over automatically to that invoice. Ensure the client's e-invoice details are saved on the client record before finalizing the invoice.
E-Invoice Address Formats by Country
Finland
In Finland, the e-invoice address is called an OVT number (OVT-tunnus). It is based on the company ID (Y-tunnus) with 0037 added to the front. For example: 003712345678.
Sweden
In Sweden the e-invoice addresses follow the PEPPOL standard. The PEPPOL ID is typically the organization's registration number with the prefix 0007 for Swedish organizations. For example: 0007:5565671513.
Norway
In Norway, the e-invoice addresses are registered in EHF 3.0 format in the ELMA or PEPPOL register. The sender ID is based on the BIC code set in the clinic location settings.
Denmark
In Denmark, the e-invoice addresses follow the PEPPOL standard, in the format: 0088:[EAN number].
Estonia
In Estonia, the e-invoice addresses follow the PEPPOL standard, in the format: 0191:[EAN number].
Sending an E-Invoice
E-invoices can only be sent for invoices that are finalized and fully unpaid. The e-invoice sends the total invoice amount. If a partial payment has already been applied, use email or print instead.
Note: A fee is charged for each e-invoice sent. This applies even if the invoice fails to reach the recipient due to incorrect address details. Ensure all information is correct before sending.
Open the finalized invoice.
Select Send E-invoice.
Check the recipient's e-invoice address and operator identifier. If the client's details were saved on the client record before the invoice was finalized, they are pre-filled. You can edit them here before sending.
In the Reference number field, enter the recipient's reference. This field is required.
Optionally, enter additional information in the Reference number 2 field (maximum 62 characters). The recipient's system may not display longer messages in full — the recipient may need to open the attached PDF to see the full text.
Click Send.
The dialog closes when the invoice has been submitted successfully.
Troubleshooting
Why do I get validation errors when sending an e-invoice?
Before sending, the system checks that all required information is present. If there are issues, an error message is shown and the invoice cannot be sent until the issues are resolved. Check that the client's E-invoice address and operator identifier are correct, and that your clinic location profile is complete.
Why do I see a warning about missing IBAN or BIC numbers?
If you see a warning about missing International Bank Account Number (IBAN) or Bank Identifier Code (BIC), add this information to your clinic location profile before sending e-invoices.
Go to Settings > General > Clinic location > Clinic location profile.
Select Edit.
Enter your IBAN and BIC.
Select Save.
Return to the invoice and try sending again.
Why are the client's E-invoice details not filled in automatically?
E-invoice details are pre-filled only if they were saved on the client record before the invoice was finalized. If the details were added after finalization, enter them manually in the sending dialog.