Invoicing terms

1.1 These terms apply when a company creates invoices in Inzenda and when Inzenda sends invoices by e-mail on the company's behalf. They supplement Inzenda's Terms of Service and Data Processing Agreement (the DPA). On questions about invoicing these terms take precedence over the Terms of Service and the DPA. Otherwise the Terms of Service and the DPA apply.

1.2 In these terms:

• the Company: the limited company that uses Inzenda and issues the invoice. The DPA calls it the Customer.
• Invoice recipient: the party the Company invoices, and the person the invoice is sent to.
• User: a person with access to the Company in Inzenda.
• Sending: Inzenda sending an invoice or credit note by e-mail on the Company's behalf.

1.3 A user with full access accepts these terms for the Company in Inzenda before the Company's first sending, by tapping "Accept and send" next to a link to these terms. The acceptance binds the Company. Inzenda records who accepted, when, and which version was accepted.

1.4 The Company can always create an invoice and send it itself ("I'll send it"). That requires no acceptance of these terms. Sections 4, 5 and 6 apply only to sending.

1.5 In a demo company Inzenda sends no e-mail.

2.1 Inzenda provides tools to create invoices and credit notes, number them in an unbroken series, produce a PDF, book the invoice and match payments to it.

2.2 When sending, Inzenda sends the invoice in the Company's name and on its instruction. The instruction is given when a user taps "Send" and confirms the recipient and the content. Inzenda sends only to the e-mail address the user confirmed.

2.3 The message is sent from faktura@faktura.inzenda.se with the Company's name followed by "via Inzenda" as the sender name. If the Company has set a reply address in Inzenda, replies go there. Inzenda does not read or forward replies sent to the sender address, so the Company should set a reply address.

2.4 The message contains the invoice's amount, due date, OCR reference, the Company's payment details, the Company's name, registered office and registration number, a link to the invoice and a link to information on how the invoice recipient's personal data is handled. The invoice PDF is not attached to the message. It is reached through the link.

2.5 An AI assistant connected to the Company cannot send. A sending is always confirmed by a user on inzenda.se.

2.6 Inzenda does not:

• issue invoices in its own name or become a party to the agreement between the Company and the invoice recipient;
• receive, hold or transfer payments;
• collect debts or send debt collection demands;
• check that the invoice's content is correct or that the Company is entitled to payment;
• give advice on VAT, bookkeeping or contracts.

3.1 The Company is the seller and issues the invoice in its own name. The Company is responsible for the invoice and its content, also when it is sent through Inzenda.

3.2 In particular, the Company is responsible for:

• the invoice relating to a real supply and an amount the invoice recipient owes;
• the invoice containing the details the VAT Act (mervärdesskattelagen 2023:200) requires, and those details being correct, such as the VAT rate, VAT amount, supply date, the buyer's VAT number and a reference to an exemption or reverse charge;
• the Company's own details in Inzenda being correct, such as name, address, registered office, VAT registration, payment details and logo;
• the statement "Godkänd för F-skatt" (approved for F-tax) being given only when the Company is approved for F-tax;
• the accounting method in Inzenda being the method the Company actually uses.

3.3 Whoever wrongly charges VAT on an invoice owes the amount to the state (VAT Act, chapter 16, section 23). An error is corrected with a credit note that refers to the original invoice.

3.4 An invoice may be sent electronically only if the recipient accepts it (VAT Act, chapter 17, section 20). The Company is responsible for the invoice recipient having accepted invoices by e-mail. For a private person the Company must mark in Inzenda that the person has accepted invoices by e-mail. Without that mark Inzenda sends no invoice to the person.

3.5 The Company is responsible for the e-mail address being correct and belonging to the invoice recipient or someone the invoice recipient has named.

3.6 The Company does not put personal identity numbers, sensitive personal data or other data needing special protection in an invoice, in invoice lines, references or the footer. The exception is the VAT number given under section 9.4. E-mail and links are not protected like a service with sign-in. Inzenda may stop an invoice where an invoice line or reference looks like it contains a personal identity number.

3.7 The Company is responsible for late payment fees, reminder fees and default interest it charges its customers, and for being entitled to charge them.

3.8 The Company compensates Inzenda for loss and costs Inzenda incurs because of claims from an invoice recipient or another third party, if the claim arises from the Company breaching section 3 or 6.2.

4.1 Before the Company's first sending, Inzenda checks once that the Company in Inzenda belongs to the real company, so that nobody can send invoices in another company's name.

4.2 The check passes when Inzenda has verified the Company's authority, or when the authority the Company has given Inzenda as its representative (ombud) at Skatteverket belongs to the Company's registration in Inzenda and took effect no earlier than the day the Company was added to Inzenda.

4.3 If the check does not pass, the Company can give Inzenda authority at Skatteverket, ask Inzenda to review the authority manually, or send the invoice itself.

4.4 The check does not guarantee that the person sending is entitled to represent the Company. The Company decides which users have access and which role they have, and is responsible for every user who sends an invoice being entitled to do so for the Company (section 11 of the Terms of Service).

4.5 Inzenda records when the check passed and on what basis. If the authority at Skatteverket later ends, the result stands. Inzenda may repeat the check if there is reason to believe it no longer holds.

5.1 An invoice counts as sent in Inzenda when it has been handed to Inzenda's e-mail provider. That does not mean it has arrived.

5.2 Inzenda does not guarantee that a message arrives, when it arrives, or that it does not land in spam. The recipient's e-mail system may stop or delay it.

5.3 If Inzenda learns that a message did not arrive, or that the recipient marked it as spam, Inzenda shows this on the invoice. Inzenda does not resend the invoice by itself. The Company is responsible for the invoice reaching the invoice recipient.

5.4 The link to the invoice is valid for 90 days. Anyone who has the link can open the invoice without signing in. Inzenda does not record when the link is opened. The Company can send the invoice again. It is the same invoice with the same number and a new link.

5.5 A message that has been sent cannot be recalled. An error is corrected with a credit note.

5.6 If a sending cannot be made, for example because Inzenda is unavailable, the Company sends the invoice itself. Section 9 of the Terms of Service applies.

6.1 Inzenda may limit how many invoices the Company can send by e-mail a day. Today the limit is 50 a day when the Company has its own subscription and otherwise 10 a day, credit notes included. Inzenda may change the limits. The Company can always send invoices itself.

6.2 The Company uses sending only for invoices and credit notes to its own customers. Sending may not be used for marketing, for claims that do not exist, to mislead, or to send in someone else's name.

6.3 Inzenda may suspend the Company's sending, in whole or in part, if:

• there is reason to suspect abuse or fraud,
• many messages bounce or are marked as spam,
• the sending harms the ability to deliver e-mail from Inzenda's domains, or
• the Company breaches these terms.

6.4 Inzenda tells the Company about a suspension and the reason for it without undue delay, in Inzenda or by e-mail to the users with full access, unless that would harm an investigation of a suspected crime. The suspension ends when the reason no longer exists. During a suspension the Company can create invoices and send them itself.

7.1 The Company enters its payment details in Inzenda: bankgiro, plusgiro or IBAN with BIC. They are printed on the invoice and in the message. The Company is responsible for them being correct and for the account belonging to the Company.

7.2 When the payment details change, Inzenda e-mails every user with full access in the Company. The Company should check each such message.

7.3 The invoice recipient pays directly to the Company's account. Inzenda does not receive, hold or transfer any money and is not responsible for the invoice recipient paying.

7.4 Inzenda suggests which invoice a payment belongs to, from the OCR reference, amount and counterparty. The Company is responsible for its books, also when a payment is matched automatically (section 2 of the Terms of Service).

8.1 The Company is obliged to keep accounts and must keep its invoices up to and including the seventh year after the end of the calendar year in which the financial year ended (Bookkeeping Act, chapter 7, section 2). That responsibility stays with the Company.

8.2 Inzenda keeps each issued invoice and credit note as the PDF produced when it was issued, with a checksum, in Inzenda's file storage in Stockholm. An issued invoice does not change. A draft has no number and can be deleted.

8.3 Issued invoices, their PDFs and their events (for example sent, bounced or paid) are accounting records. Inzenda keeps them under section 12 of the Terms of Service and section 11.3 of the DPA.

8.4 The Company can download the PDF of each issued invoice in Inzenda and should keep its own copy.

9.1 The Company is the controller of the data about its customers and invoice recipients. Inzenda is the processor, and the DPA applies to the processing. This section is the Company's documented instruction under section 2.1 of the DPA and supplements Appendix 1 to the DPA.

9.2 By accepting these terms the Company instructs Inzenda to:

• store data about the Company's customers and invoice recipients: name, address, e-mail address, registration number, VAT number, the invoice's content and payment status;
• produce the invoice and send it to the e-mail address a user has confirmed;
• receive and keep notices that a message did not arrive or was marked as spam, and use them to show delivery and to detect abuse under section 6;
• match payments to invoices.

9.3 The data subjects are the Company's customers who are natural persons, such as private persons and sole traders, and the people whose e-mail address the invoice is sent to.

9.4 Inzenda does not ask for personal identity numbers of the Company's customers. A Swedish sole trader's VAT number contains the personal identity number. It is stored encrypted, shown masked in lists and printed on the invoice when the VAT Act requires it.

9.5 Inzenda sends e-mail through the sub-processor Resend (Plus Five Five Inc., US), listed in Appendix 2 to the DPA and on the sub-processors page. Sending goes through Ireland. Resend stores the messages, with their content and the link to the invoice, and logs of the sending in the US for 30 days. The transfer relies on the EU-US Data Privacy Framework and the European Commission's standard contractual clauses. The invoice PDF is not given to Resend.

9.6 The Company is responsible for having a legal basis for the processing and for informing its customers about it. The message links to Inzenda's information for invoice recipients, which describes the sending and Inzenda's role. It does not replace the Company's own information.

9.7 Inzenda does not use data about the Company's customers for its own purposes and sends them no marketing. The message has no tracking pixel.

10.1 Issuing and sending invoices is included when the Company has a subscription or a trial in Inzenda. There is no extra charge per invoice. Without a subscription or a trial the Company can create drafts but not issue invoices. A credit note can always be issued. If Inzenda introduces a fee for sending, it applies only once the Company has accepted a new version of these terms.

11.1 Section 3 of the Terms of Service also applies to these terms. Inzenda's total liability under the Terms of Service, the DPA and these terms is limited as that section says.

11.2 Inzenda is not liable for:

• an invoice arriving, or when;
• the invoice recipient paying;
• the invoice's content, including VAT stated on the invoice;
• loss caused by incorrect details the Company gave, such as payment details or an e-mail address;
• loss caused by a suspension under section 6.3 that Inzenda made in good faith.

11.3 These limits do not apply in case of intent or gross negligence, or where liability cannot be limited by law.

12.1 Inzenda may change these terms. A new version gets a new version name and is published on inzenda.se. The Company can send under a new version only once a user with full access has accepted it. Until then the Company can send invoices itself.

12.2 A new version applies only once the Company has accepted it. The 30-day period in the Terms of Service therefore does not apply to changes to these terms. Changes to the Terms of Service and the DPA follow those documents' own rules.

12.3 The Company can stop using sending at any time. Issued invoices are kept under section 8.

13.1 These terms are governed by Swedish law. Disputes are settled by the Swedish general courts, with Stockholm District Court as the court of first instance.

Questions about invoicing and reports of abuse: support@inzenda.se. Questions about personal data: privacy@inzenda.se. Inzenda AB, company registration number 559480-1580, Sysslomansgatan 20, 112 42 Stockholm, Sweden.