Build a billing batch and export it

A billing batch is a group of reviewed shifts collected into what will become one invoice. Billing is where you build them, confirm them, and hand them to your invoicing system.

Only shifts marked Ready for billing in review can go into a batch. If a shift is missing here, it is still sitting in Review.

Create a batch

Choose New batch. You get the shifts that are ready for billing, and you select the ones to group.

Grouping decides how the selected work is split up:

Grouping	Result
Per client	One batch per client, covering all their sites
Per location	One batch per service location
Per order	One batch per order

The client’s own Invoice grouping setting is what this should normally follow — it is set on the client precisely so you are not deciding it by hand every month.

Selecting a month’s work and choosing per location will create several batches at once, and Rytmia tells you how many were created.

Check the lines

A batch opens with its summary, its totals, and its lines. Each line shows the service, quantity, unit price, net, VAT and gross, plus any adjustment carried over from review. When a line has an invoice article, it is shown under the line as Billed as followed by its number. Materials and fees are lines of their own. Materials the field team added on site, and that you approved in review, are marked Added at the visit.

This is the last comfortable place to catch a mistake. A credit that should not be there, a shift on the wrong client’s batch, an amount that does not look like the contract — all of it is easier to fix now than after an invoice exists.

Each line also carries the unit it had when it was put on the order, and that is the unit printed on the invoice. If a unit’s code has changed since, the line keeps the old code. See If the invoice shows the wrong unit.

If something is wrong, Discard batch. The batch is removed and its shifts become billable again, so you can build a corrected batch. It cannot be undone, but nothing is lost — the shifts return to the pool.

Confirm

Confirm batch locks the batch and its lines so it can be exported.

A confirmed batch is your answer on what the client is being charged. Once it has been exported, changing the amount is a matter for the invoice, not the batch.

Reopen a confirmed batch

Sometimes something turns out wrong after confirming but before exporting: attendance corrected afterwards, a personnummer that shows two RUT buyers are the same person, or a split the office changes its mind about. Everything a batch holds was fixed when it was created, so correct the source and build the batch again:

1. Choose Reopen as draft and write why. The reason is saved with the batch and shown when it is discarded.
2. Choose Discard batch. Its shifts become billable again.
3. Create a new batch from the corrected data.

Reopening undoes the confirmation, which may have been a colleague’s. Nothing is sent to Fortnox. A batch that has been exported can’t be reopened.

Before you can export

Export needs Fortnox connected, your clients given their Fortnox customer numbers, and an invoice article chosen under Billed as for what you sell. Rytmia checks this before it sends anything and tells you exactly what is missing:

• No accounting system is chosen or Your accounting system is not connected — choose Fortnox and connect it under Administration → Integrations.
• Client has no customer number — enter the client’s Fortnox customer number under Customer number on the client.
• Article has no Billed as — choose an invoice article under Billed as on the named service, material or fee. If it isn’t there, add it under Administration → Invoice articles first.
• Confirm under Integrations that household work is switched on in the accounting system — only for a batch with a RUT deduction. See Deduct RUT on quotes and invoices.

The customer number is set once per client, and Billed as once per service, material or fee. After that they apply to every batch. Connect Rytmia to Fortnox walks through the whole setup.

A private client’s batch with a RUT deduction also shows who claims it and how much, and it checks the claims when you confirm. Deduct RUT on quotes and invoices covers what it shows and what it refuses.

Export

Export to the accounting system first says what goes out, for example An invoice to Åsa Sidén, customer no. 1006, for 858,75 kr. Any RUT claims are listed under it. Confirm, and the batch is sent to Fortnox, where it becomes an unbooked draft invoice.

The export runs in the background. The batch shows as Exporting and updates itself when the accounting system answers.

When it is Exported, the batch shows the invoice’s number in Fortnox. If Fortnox rounded the total to whole kronor, the batch also shows Rounding in the accounting system and the amount to pay that Fortnox arrived at, since that is what the client is billed.

Rytmia prepares the invoice. It does not send it to your client — the finished invoice is reviewed and issued from your invoicing system, the way it always was.

What does not come back

Rytmia does not read payment status from Fortnox. A batch stops at Exported and does not move on by itself. Fortnox is where you see whether the invoice was booked, sent and paid.

When an export fails

Failures are not all the same, and Rytmia distinguishes them because the right response differs:

The accounting system could not be reached. No invoice was created, so it is safe to try again.

The accounting system refused the invoice. The batch shows Export failed and what Fortnox objected to, such as Customer number 99999 is not in the accounting system or Invoice article 2 is not in the accounting system. Trying again unchanged won’t help. Fix what it names: create the customer or article in Fortnox, or correct the customer number on the client or the invoice article under Invoice articles in Rytmia. Then choose Try the export again. The new attempt uses the corrected numbers.

No answer came back. This is the one to be careful with. The invoice was sent and nothing came back, so it may already exist in that client’s Fortnox. Rytmia flags the batch as Needs review and tells you to check Fortnox before doing anything else — retrying blind is how a client gets billed twice.

Resolve a batch that needs review

Look for the invoice in Fortnox first. Then choose Resolve review on the batch and say what you found:

You found	Answer	What happens
The invoice, with any RUT claims complete	The invoice, complete, with its invoice number	The batch is recorded as exported and its shifts lock
No invoice at all	No invoice	The batch can be exported again
An invoice you cancelled in Fortnox and want sent again	The invoice, cancelled, with its number	The next export sends a replacement

Each answer asks you to confirm that you have checked Fortnox. A cancelled invoice is not “no invoice”: it is still in the client’s books, so use the third answer for it.

After No invoice, the next export still searches Fortnox before it writes anything. To reopen such a batch as a draft instead, choose Check the accounting system first. It looks for an invoice under the batch’s reference without sending anything, and when there is none, the batch can be reopened.

The trail

Every batch keeps its history: created, updated, confirmed, reopened, export started, exported, or failed — with who did it and what changed.

That history is what makes an invoice answerable. From a line you can reach the batch, from the batch the shifts, and from a shift who was there, when they checked in, and what went wrong. Nothing on the invoice is a number without an origin.