What is the e-invoice registry?
The Finnish E-invoice Address Registry displays the e-invoicing addresses of organisations operating in Finland. Here, an organisation refers to any private or public sector organisation with a Finnish Business ID (y-tunnus in Finnish). Organisational information in the registry is based on information provided by Finnish e-invoicing service providers, also referred to as operators. The operators provide updates on their client information in the Address Registry.
What is an e-invoice operator?
An e-invoice operator is a service provider that delivers e-invoicing between a sender and an invoice recipient. In order to send out e-invoices, an organisation must have an e-invoicing delivery service set up with an e-invoicing operator.
A list of registered Finnish e-invoice service providers can be found on the registry’s website.
Searching for information in the registry
You can search information in the e-invoicing registry according to
- an organisation’s name
- a name attached to a specific e-invoicing address
- an e-invoicing address
- a Finnish Business ID
Organisational information in the registry
Information provided in the e-invoice address registry includes essential information required for sending and receiving e-invoices. Organisations cannot edit this information independently. Instruction on how to update information is provided elsewhere in this text.
Information that cannot be altered without your e-invoice service provider’s consent:
- Name of organisation
- The Finnish Business ID of an organisation
- The Service ID of the e-invoicing provider. Note that this is a code separate from a Finnish Business ID.
- E-invoicing addresses
Should an organisation desire to include additional information, the address registry includes the following options:
- A street address/postbox address for the organisation: (4 lines of address + post number + delivery area + country)
- An organisation’s website address
- Contact information for the organisation
- Roles (support / technical staff / business / name)
- Name of contact person
- Phone number
These additional information features can be altered only by the e-invoicing service provider.
Organisation’s name derived from BIS
When an organisation’s information is included in the e-invoicing address registry, the organisation’s ID and company name are checked against information in the Finnish BIS, or Business Information System. The BIS is a public service administered by the Finnish Patent and Registration Office and the Finnish Tax Administration.
Adding an e-invoice to the e-invoicing registry
E-invoice operators add their client’s e-invoicing addresses to the registry. This cannot be carried out by the client or the registry’s administration.
More than one e-invoicing address?
Your organisation can use one or more e-invoicing addresses under the same Business ID. For example, your organisation can have separate e-invoicing addresses for different departments or office sites within the organisation.
Addresses can be individually named, such as “property taxation” “Helsinki office” or ”transport invoicing”.
Removing an e-invoicing address
E-invoice addresses are removed from the registry by e-invoicing operators. An address is removed automatically when an agreement on handling e-invoice traffic between the operator and a client organisation expires.
Updating information in the e-invoicing registry
E-invoicing operators regularly update the information of their clients in the registry.
Active, passive and secret e-invoicing address
An organisation can mark an e-invoicing address as either active or passive in the address registry.
When marked as active, an e-invoicing address is publicly visible in the registry and can accept e-invoices. If marked passive, an address will not be visible to others in the address registry. Some operators do not forward e-invoices to passive addresses.
Organisations can change the activity status of their e-invoicing addresses independently. Read more on how to do this in the section below.
Marking an e-invoicing address as passive is intended for addresses temporarily not in use. If a specific address becomes permanently obsolete, it should be deleted from the address registry.
If an e-invoice address is marked as secret, the address will not be visible to others in the address registry. Operators do forward e-invoices to secret addresses.
How can an organisation alter its own registry information?
As a general guideline, an organisation’s information in the registry is altered by its e-invoicing service provider. When wishing for information to be edited, an organisation should request an update from their operator. The swiftest way to do this in the registry interface is by clicking on the Request to Fix button next to a specific address. This opens up a form where you can fill in an update request. Information provided on the form is sent to the relevant operator.
If an organisation has received an Authorisation Token from their e-invoicing service provider, it organisation can also edit its information independently.
An organisation can also authorise a third party, for example an accountancy provider, to alter its information in the e-invoicing registry with the Authorisation Token.
The Authorisation Token
If an organisation wants to alter their address registry information themselves, this requires a passcode called the Authorisation Token.
The tokens are provided to organisations by the e-invoicing operators upon request. However, not all operators agree to give out Authorisation Tokens, and in these situations, updates must always be requested from the operator.