Fortnox automatic invoicing — how it works

The BrandGate-Fortnox connection is bidirectional and covers four Fortnox API endpoints: Invoices, Customers, Articles, and Vouchers. Concretely: **BrandGate → Fortnox:** New B2B order → new invoice. Returns/credits → credit notes. New distributors → new customers (or matched on org. number). New products → new articles (or matched on SKU). Adjustments → manual vouchers. **Fortnox → BrandGate:** OCR payment matching → marks order/invoice as paid in BrandGate. Dunning statuses → updates the dunning flag in admin. Credit-note approvals → status updates in both systems. The whole sync runs over Fortnox API v3 and typically takes under 2 seconds per invoice. During short outages (common during Fortnox Friday-evening maintenance) orders queue and replay when service is back.

**Step 1 — Authorise Fortnox.** In BrandGate settings click "Connect Fortnox". You log into Fortnox and grant BrandGate permission via OAuth. No API keys to handle manually. **Step 2 — Map article accounts.** BrandGate auto-suggests which bookkeeping accounts (3010 Sales, 2611 Output VAT 25%) to use based on your Fortnox settings. You confirm or adjust for your business. **Step 3 — Map distributor groups to Fortnox customer categories.** If you have distributor groups (e.g. Premium Boutiques, Outlet Distributors) you can map them to Fortnox customer categories for better reporting. **Step 4 — Test with a sandbox invoice.** BrandGate creates a test distributor and generates a test invoice so you can verify the sync lands in the right format. When you're happy, flip to live mode and start generating real invoices. Total time: 30 minutes in the normal case. Complex chart-of-accounts setups take longer — BrandGate support helps at no extra cost during setup.

**Duplicate customers on org changes.** If a distributor changes organisation number (common at company splits) BrandGate may create a new customer instead of matching. Fix: use Fortnox's customer-match flag manually once and link correctly. **Wrong VAT rate on export orders.** If a distributor from another EU country has a valid VAT number, reverse-charge applies (0% VAT). BrandGate auto-detects this but requires the VAT number on the distributor account. Missing it = invoice goes out as Swedish 25% VAT by mistake. **Sync pause during Fortnox maintenance.** Fortnox has scheduled maintenance windows (typically Friday evenings). BrandGate queues orders during these and syncs when Fortnox is back — no manual action needed but worth knowing the invoice may land a few minutes late. **SIE4 export running in parallel.** Some customers run live sync and monthly SIE4 in parallel — unnecessary and can create duplicates. Pick one method.

A common worry at platform switch is "what will my accountant say?". The BrandGate-Fortnox integration is designed to meet Swedish accounting standards and Skatteverket's requirements on: - **Bokföringslagen Chapter 4** — all business events register near real-time (under 2 seconds), with audit trail showing who placed the order and when the invoice was generated. - **VAT declaration per Skatteverket SKV 4700** — all invoices classify automatically against the right VAT account and report through Fortnox's standard VAT report. - **OSS reporting for EU B2C flows** — if you sell both B2B and B2C, OSS reporting runs through Fortnox without extra config in BrandGate. - **SIE4 export still available** — for accountants who want a monthly dump in addition to live sync, SIE4 can be exported manually or scheduled. For accountants familiar with Fortnox: BrandGate's integration doesn't change how Fortnox works — the invoices look exactly like they were entered manually. Your bookkeeper works as usual.