Send pdf e-invoices

Registration in Basware portal must be completed, and the sending email address must be validated by answering Basware’s confirmation email. The validation needs to be done also for noreply email addresses
Invoices must be in machine readable pdf format, it must be possible to search and copy words from the pdfs
All invoices must have the same layout. If the layout changes, the invoice will be rejected and you need to contact ContactAP for support
The sending email address cannot be shared with other companies, for example 3rd party generic email address will not work
If you are not able to fulfill the above requirements set for Basware’s pdf e-invoice service, you can send your invoices to the scanning service, email addresses can be found here

Start sending pdf e-invoices to KONE by following these steps:

Go to Basware portal
Register with your email address
Portal will send a confirmation message to your email address
Open the confirmation message and activate your account within maximum of 7 days

When you are filling in you company details, please pay special attention to

the business identifier – e.g. company’s VAT or TIN number
your company’s contact person, email address and phone number. Important notifications, such as invoice rejections, will be sent to this email.
add the email addresses from which you will be sending pdf e-invoices. You can only send invoices from the addresses defined here. You can add up to 200 email addresses.

You will receive a confirmation e-mail with an access link. Please use this link to confirm the e-mail addresses which you will be using for sending invoices. Invoices from an unconfirmed address will be rejected.
If you are sending your invoices from an unmonitored email address, please contact your IT support to help with confirming the e-mail addresses.

Invoices must be in a readable pdf format. A readable pdf file is a file saved in pdf format, not a scanned image. You can search and copy words form readable pdfs.
Attachments can be added to the end of the invoice file. Separate attachment files must be in pdf format, and the name must contain the word attachment, anhang, anlage, adjunto, annex, or liite. For example, attachment_112233.pdf

Basware validates the invoice fields from the first invoice. Basware will notify you by email when the first email has been delivered to KONE successfully. The first invoice can take a few business days to be mapped and delivered to KONE.
No further confirmation emails will be sent unless there are delivery problems with the invoices.
The confirmation notification and all the rejection notifications are sent to the email address, from which the invoice was sent and as well to the email address of company’s contact person that was given during the registration.
Most common rejection reasons are: the pdf invoice is not machine-readable, the email invoice was sent from an unregistered email address, a mandatory field does not have a content, or the name of the additional attachment file does not include one of the following words: attachment/anlage/adjunto/annex/liite.
KONE company specific pdf e-invoice receiving email addresses can be found here.

Use of the portal was needed for registration and activation of the service. It is also needed if you want to change or add sending email addresses. From the portal you can also check the invoice delivery status of your invoices in the Documents tab.
You can log in to the portal from portal.basware.com.

If you have questions about sending invoices to KONE, our contact information can be found here.