If your current software can generate PDFs in machine-readable format, you can use it to generate a PDF invoice. If the current software does not allow you to create PDFs, you can transform the invoice into PDF-format using a PDF creation software.
When you create PDF invoices, you need to:
Once your PDF invoice meets the requirements above, you can send your first productive invoice.
1 Make sure the invoice meets the compliance requirements
Countries have different legal requirements for the invoice content. Based on those requirements, selected invoice fields are set mandatory in the service. If any of such mandatory fields are missing from a sent invoice, Basware will not deliver the invoice to your customer but will reject the invoice back to the sender. The validation only governs the selected static fields per country and therefore customer remains liable for fulfilling any invoice content and compliance related requirements.
2 Make sure the invoice has the invoice layout and invoice types used in the setup phase
When you send in PDF invoices they need to have the same fields, language and content as the invoices provided to the invoice data testing in the setup phase. If changes are needed after the setup phase please contact Basware Customer Support.
3 Make sure the invoice meets the service's requirements
Each PDF invoice that you send to Service must:
4 Make sure the invoice is machine-readable
Basware reads the invoices sent into the service electronically. Make sure that the invoice information is not saved to the PDF as an image. Images are not machine-readable and PDF e-invoices that contain the invoice information in image format will be rejected.
To check if the data is machine-readable:
If there are strange characters in the text please create the PDF with Embedded Fonts.
The instructions on how to create a PDF with Embedded Fonts can be found here: Creating a PDF with Embedded Fonts
5 Make sure the invoice is not secured
Basware cannot process secured PDFs. Secured PDF does not only mean that PDF is password protected. Apart from PDF not being read protected, Basware also requires 'Content Copying' to be allowed for secure PDFs. Right-click on the PDF file, open the properties of the PDF document and check the security settings. Below screenshots describe the correct security settings and PDF versions accepted by Basware:
If the PDF document does not meet the above mentioned settings, create the PDF again with suggested settings.
It is likely that you can create machine-readable PDF invoices with your current software. If, however, you are unable to create PDF invoices, there are several free PDF tools available online that you can use to produce PDF invoices:
Disclaimer: The following list of tools is provided as example only, and solely for informational purposes. It is not meant to function as an endorsement for the products that the companies in question provide. Basware Corporation has no control over the development and distribution of any of the software products listed herein. Therefore, Basware Corporation assumes no responsibility or liability for any incidental or consequential damages caused by installing and using any of the software products listed herein.
Developer Acro Software
Operating System Microsoft®1 Windows
Operating System Microsoft Windows
Microsoft Office Add-in: Microsoft
Save as PDF
Operating System Microsoft Windows
6 Ensure that the attachment policy is followed