Fortnox

With the Severa-Fortnox integration, you can seamlessly transfer sales invoices from Severa to Fortnox. The integration also allows for the transfer of purchase invoice rows from Fortnox to Severa as project costs. You can manage your project business in Severa and accounting in Fortnox, minimizing the effort required for data synchronization.

In the integration, products and customers are automatically synchronized between the systems. Projects created in Severa can be transferred to Fortnox. Sales invoices are automatically transferred from Severa to Fortnox through the selection of invoice status. The transfer of purchase invoices from Fortnox to Severa occurs by allocating the cost in Fortnox to a Severa project.

Things to consider before starting

• The company must have an agreement with Fortnox for the use of Fortnox and the integration.
• The company must have an active integration license in Fortnox.
• If purchase invoices are to be transferred from Fortnox to Severa, project accounting must be enabled in Fortnox.
• The Fortnox add-on must be activated. The add-on can be activated with main user rights through the Severa Subscription page.

The integration is available in Severa's Business, Platinum, and Enterprise editions.

Registry check before implementation

If there are existing customers, projects, products, work types, or travel expense types in the systems, it is crucial to ensure that the registries synchronize correctly before implementing the integration. To facilitate this, you can use the Registry Comparison Report found on Severa's integration pages, which calculates similarity scores for registry items and provides information on whether the items link according to integration logic.

Similarity scores are calculated by comparing several attributes of the item (such as name and number), while linking is based on one (for products, two) attributes being the same. If two items do not link correctly, the information must be changed in one of the systems to link them. Below are key considerations related to linking items.

Customer registry

Customers are linked based on customer numbers. Inactive customers are not synchronized from either system. Severa's internal customer is not synchronized. The integration uses logic to identify certain customers in Severa as prospects, which are not synchronized. Customers who do not meet at least one of the following criteria are not synchronized:

• The customer has an active project.
• An invoice has been created for the customer.
• Once these criteria are met and the integration is implemented, the integration remembers the information in the future, even if the criteria change for the customer.

Severa's customers' billing, postal, and delivery addresses correspond to Fortnox's billing, office, and office addresses. If you have multiple occurrences of the same address type in Severa, the first displayed address is used.

Things to consider

• If a customer is deactivated in one system but not in the other, the integration will report an error when trying to create it in the other system.
• In Severa, customer numbers must be numeric. Fortnox customers whose customer numbers contain other characters cannot be synchronized to Severa. This situation may occur in cases where a third-party system creates customers in Fortnox, and customer numbers may contain letters.

Product registry

Fortnox's Article registry is synchronized with Severa's work types, travel expense types, and regular products. Linking items between systems occurs through Fortnox's article registry article number and Severa's identifier and names. Products existing in the system before the integration is implemented are not transferred between systems.

Before implementing the integration, ensure that all Severa products have a corresponding product in Fortnox and that products in Fortnox have a corresponding product pair in Severa. Products created after the integration is implemented are automatically transferred between systems. If you plan to transfer project costs, it is recommended to create a default Severa product to be applied to project costs (see section Purchase invoice row transfer settings). 

Things to consider

• If you use units for products (e.g., pcs, kg, d) in Severa, you must ensure that the same units exist in Fortnox. Products will not transfer from Severa to Fortnox without a corresponding unit, even though the unit information can be empty.
• Note that Severa's identifier and Fortnox's article number cannot be empty.

Projects

Projects are linked based on project number. Note that in Fortnox, the project name cannot be longer than 50 characters, so projects longer than 50 characters in Severa are truncated when transferred to Fortnox. Projects existing only in Fortnox are not transferred to Severa. When a project is closed in Severa, it is not closed in Fortnox.

Invoice numbering setting

Either system can be set as the main system for invoice numbers. If there are existing invoice numbers in the system that is not the main system, you must ensure that new numbers do not overlap with existing numbers and that numbering continues consistently.

How to implement the integration

Integration authorization

The first step is to authorize the integration in Severa's integration settings. Authorization requires Fortnox administrator rights and acceptance of the Fortnox API permissions required by the integration.

1. Go to integration settings under the gear icon Integrations > Fortnox and start by clicking the Connect button.
2. Log in to the Fortnox pop-up window with your organization's main user login credentials.
3. Select the company from the list to which you want to connect the Severa environment.
4. Accept the requested permissions.
5. You will then have access to the integration settings.

Integration settings configuration and implementation in Severa

Once the registries are prepared, you can finalize the integration settings and implement it.

Customers

When synchronizing customer registries for the first time, you may have the following scenarios:

1. Customers are only in one system
2. Customers are in both systems, but one contains customers not in the other system, and you want to transfer them there
3. Customers are in both systems, and some of them are unique in each system, and you want to transfer them to the other system

In the first two scenarios, you must set one system as the main system for customers and select the Transfer all customers option. Once you have completed all other settings, you can implement the integration. 

After synchronizing the customer registry for the first time, you can temporarily disable the integration and remove the Transfer all customers option, which improves integration performance. If necessary, you can also change which system is the main system for customers.

In the third scenario, you must first set one system as the main system for customers and select the Transfer all customers option. Once the integration settings are configured, the integration is implemented, and all customers are transferred. Once customers are transferred in one direction, you must disable the integration, change the direction of the main system, and re-enable the integration.

Setting one system as the main system for customers means that the integration only considers customer updates from the other systems. When creating a new customer, the integration works both ways, meaning they can be created in either system.

Products

You can choose which system is the main system for product transfers. The integration only considers product updates from the main system. When creating a new product, the integration works both ways, meaning they can be created in either system.

Projects

For projects, Severa is always the main system. However, it is possible to select an option where projects are not transferred at all.

Sales invoices

Transferring sales invoices from Severa to Fortnox requires that you have created the correct invoice statuses in Severa settings Billing > Invoice statuses:

1. Invoice status from which the integration retrieves the invoice to be transferred to Fortnox
2. Invoice status to which the invoice automatically moves once it has been successfully transferred to Fortnox. If the invoice is sent from Fortnox, this status can also be linked to Severa's invoice status.
3. Additionally, you can create one invoice status for invoices with the status Paid in Fortnox.

Select whether invoice attachments are included with the sales invoice. You can also choose which system is the main system for invoice numbers. If you plan to bill directly from Fortnox, set Fortnox as the main system for invoice numbers to ensure you have an uninterrupted series of invoice numbers.

Purchase invoice transfer settings

The integration allows for the transfer of costs to Severa projects from supplier invoices received in Fortnox. The purpose of this is to enable tracking of project profitability in Severa and billing of costs to the end customer.

To ensure smooth billing of project costs, it is essential that the supplier cost has a product identifier. This can come from Fortnox during cost recording, or if the product is not specified there, the integration uses a standard product that you can define in Severa's integration settings. The VAT for costs is set based on the product's VAT.

To transfer project costs, project accounting must be enabled in Fortnox. In Fortnox, the accounting entries for the supplier invoice must be recorded to the correct project, which causes the cost to be transferred to the project specified in Severa.

You can choose whether to transfer images of supplier invoices to project files. If this feature is used, the image of the supplier invoice, including attachments, is combined into one PDF file. This allows you to include them as attachments when creating an invoice for your customer.

Integration error notifications

It is recommended to enable email alerts for integration errors. This allows the people receiving the email to notice errors in the integration without logging into Severa and checking the integration transfer log for errors. The integration transfer log and any transfer errors can be found on the integration page behind the gear icon Integrations > Fortnox > Transfer log.

Transfer log and error situations

Transfer errors that occur in the integration are recorded in the transfer log. You can view the transfer log in Severa on the integration page behind the gear icon Integrations > Fortnox > Transfer log. We will later update the guide article with the causes and correction suggestions for the most common error messages.

Technical description (field matches)

Customers

Continuous update	Severa	Fortnox
x	Name	Name
	Number	Customer number
x	Notes	Notes
x	Email	Email
x	Telephone	Telephone
x	Website	Website
x	Vat number	Vat number
	Kvk number	Kvk number
x	Currency	Currency
x	Payment terms	Payment terms
x	Einvoice address	Einvoice address
x	Einvoice operator	Einvoice operator
x	Billing address	Billing address
x	Postal address	Postal address
x	Office address	Office address

Projects

Continuous update	Severa	Fortnox
	Name	Description
	Number	Project number
x	isClosed / false	Status
x	isClosed / true	Status
	Description	Comments
	Project start	Project start

Invoices and invoice rows

Severa	Fortnox
Invoices
date	Invoice date
dueDate	Due date
paymentDate	Payment date
entryDate	Date of entry
paymentTerm	Payment terms
ourReference	Our reference
yourReference	Your reference
currency_code	Currency
billingCustomer_name	Customer
billingCustomer_number	Customer
notes	Invoice text
freeText1 (above rows)	Invoice text (above rows)
freeText2 (below rows)	Invoice text (below rows)
language	Language
receiverAddress	Billing address
number	Document number
Invoice rows
description	Name
quantity	Ordered quantity
unitPrice_amount	Price per unit
measurementUnit	Unit
vatRate	VAT
code	Article number
project	PR

Work time, travel expense, and product registries

Continuous update	Severa	Fortnox
	Name	Description
	Number	Article number
	isActive	Active
x	Unit	Unit
x	VAT	VAT

Project costs

Severa	Fortnox
description	Invoice date Purchase invoice number Supplier name
eventDate	Invoice date
productType	-
unitCost/amount	Debit
unitPrice/amount	Debit

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