Connect Rytmia to Fortnox

When Rytmia is connected to Fortnox, every billing batch you export arrives in Fortnox as a draft invoice. You keep invoicing from Fortnox as before, but you no longer type the invoice from notes and calendars. The rows come from the shifts your team actually worked and you actually reviewed.

Setting it up takes about fifteen minutes plus some typing. Most of the time goes into giving the clients you already have their Fortnox customer numbers and choosing which Fortnox article each thing you sell is billed as.

What the integration does

Rytmia does	Rytmia does not
Create one draft invoice in Fortnox for each exported billing batch	Book the invoice or send it to your client
Fill in the customer, one row per shift, quantity, unit, price and VAT	Create articles in Fortnox
Give a client that becomes active its customer in Fortnox, and write its name, number, email and phone over that customer when you change them	Send addresses, or read back changes made to the customer in Fortnox
Tell you when Fortnox refuses an invoice, and why	Read payments or invoice status back from Fortnox
Stop a batch from being exported twice	Set invoice date, due date, payment terms or references

The invoice is created in Fortnox but stays unbooked. You open it there, check it, and book and send it the way you always have. Dates, terms and references come from whatever Fortnox uses for that customer, so check them on the draft.

Each row reads as the service and the date it was performed, for example Office cleaning – 14 September 2026. Adjustments from review, such as a credit or surcharge, go out as their own rows.

The unit on each row is the unit’s code in Rytmia, for example kvm or tim, the same one the client saw on the quote. The unit set on the article in Fortnox is not used. The unit doesn’t have to exist in Fortnox either, because Fortnox prints the code exactly as it is. Adjustments have no unit.

Payment status does not come back. A batch stops at Exported in Rytmia. Fortnox is where you see whether an invoice was sent and paid.

Customers in Fortnox

You don’t have to set up new clients in Fortnox. Rytmia gives a client its customer in Fortnox when the client becomes active, and then keeps the name, number, email and phone up to date there.

When a client becomes active

A client becomes active when it accepts a quote or you confirm an order. Rytmia then looks for the client’s organisationsnummer or personnummer among the active customers in Fortnox:

• One customer in Fortnox has the number: Rytmia links to it and stores its customer number. Nothing on the customer in Fortnox is written over.
• No customer has it: Rytmia creates a customer in Fortnox with the name, type, organisationsnummer or personnummer, email and phone, and stores the customer number Fortnox gives it.
• Several customers have it: nothing is created. Choose the right customer on the link page, or enter the customer number on the client.

A client that already has a customer number when it becomes active keeps it, and nothing is sent. A client without an organisationsnummer or personnummer gets no customer in Fortnox until the number is filled in. Prospects and lost clients are never sent to Fortnox.

When you change a client

If you change the name, organisationsnummer or personnummer, email or phone of a client that has a customer number, the change is written over the customer in Fortnox. Only the fields you changed are sent, and a field you clear in Rytmia is cleared in Fortnox too. A private client’s primary contact is the client, so changes to it are sent the same way.

It goes one way. Changes made to the customer in Fortnox don’t come back to Rytmia, and they are written over the next time the same field changes in Rytmia. Addresses are never sent, so you keep the addresses in Fortnox up to date there. Rytmia writes the customer’s email, not the separate email address for invoices in Fortnox.

If Fortnox doesn’t answer

The client, quote or order is saved anyway. A Fortnox that can’t be reached never blocks anything in Rytmia. Rytmia tries again for a while. If Fortnox refuses the customer, for example because it won’t accept the email address, correct the client and save it, and Rytmia tries again.

An active client that still has no customer number shows in the customer number column of the Clients list, and its batches can’t be exported until it has one.

What you need first

In Fortnox:

• An integration licence for your Fortnox company. Without it Fortnox will not let any integration in. If you do not have one, order it under Tilläggsbeställning in Fortnox.
• A Fortnox system administrator. Rytmia connects as an integration for your whole company, not as a single user, so only a system administrator can approve it. That person has to sign in during the connection step. If that is not you, book five minutes with them.
• Your articles already set up. Rytmia points at articles that already exist in Fortnox. It does not create them. Customers are created when they are needed, see Customers in Fortnox.

In Rytmia:

• Permission to change integrations. By default, owners and office personnel have it. Field workers do not. The same permission covers Invoice articles in step 3.

Set it up

1. Choose Fortnox and connect

1. Go to Administration → Integrations.
2. Under Accounting system, choose Fortnox.
3. Choose Connect. You are sent to Fortnox.
4. Sign in to Fortnox as a system administrator and approve the connection.

You land back on Integrations, and Fortnox shows Connected since today’s date.

If you land back without a connection, the message tells you why:

Message	What to do
Connection cancelled	The approval was cancelled in Fortnox. Nothing changed. Choose Connect again when you are ready.
Your Fortnox company has no integration licence	Order the integration licence under Tilläggsbeställning in Fortnox, then choose Connect again.
Fortnox connection failed	Something went wrong between Rytmia and Fortnox. Wait a moment and try again.
Fortnox has not licensed the Rytmia integration yet, or the connection is not set up on this server	The problem is on Rytmia’s side, not yours. Contact Rytmia support.

2. Give each client its Fortnox customer number

Every client you invoice needs the customer number it has in Fortnox. New clients get theirs on their own when they become active, see Customers in Fortnox. For the clients you already have, you don’t have to type the numbers one by one:

• Clients that are in both Rytmia and Fortnox: the link page lists your customers in Fortnox, suggests the matching client for each, and links many at once. See Link clients to Fortnox.
• Customers that are only in Fortnox: import them, and the client gets its number when it is created. See Import a client from Fortnox.
• Active clients that are only in Rytmia: they were active before Fortnox was connected, so no customer was created. Rytmia creates one the next time you change and save the client’s name, organisationsnummer or personnummer, email or phone.

You can also enter a number by hand. Open a client and find Customer number on its billing details.

The Clients list has a customer number column, so you can see which ones are still empty.

Rytmia checks the number against Fortnox when you save it, and refuses a number Fortnox doesn’t have or that belongs to an inactive customer. It can’t tell whether the number belongs to the right customer, though. If you type a number that belongs to another customer, the invoice goes to that customer, and your changes to the client are written over that customer in Fortnox. Copy the number from Fortnox rather than typing it from memory.

3. Add invoice articles and choose what each article is billed as

An invoice article is an article in Fortnox that Rytmia invoices with. Each service, material and fee points at one invoice article under Billed as. Several can point at the same one, so you enter the number once and correct it in one place.

Add the invoice articles first. Fortnox has to be connected (step 1).

1. Go to Administration → Invoice articles.
2. Choose Import from the accounting system. The list shows the active articles in Fortnox. The ones already added are marked Already added.
3. Tick the articles you invoice with and choose Import.

The name comes from the article’s description in Fortnox, and you can change it afterwards.

If an article is not in the list, choose New and enter its article number. Rytmia checks the number against Fortnox when you save. If the article is not there, or it is inactive, nothing is saved and the message says why.

Then choose what each article is billed as:

1. Open a service.
2. Under Billed as, search by number or name and pick the invoice article.
3. Do the same under Materials and Fees for everything you sell from there.

While Billed as is empty, rows with that article can’t be exported.

The invoice article decides how Fortnox books the row. Pick the one your accountant expects for that kind of work, not just any article with a similar name.

Articles billed as the same invoice article each keep their own unit. The invoice shows the unit code from the article in Rytmia, not the unit the article has in Fortnox.

If you had already entered article numbers on your services, materials and fees, they have become invoice articles named after the number. They were not checked against Fortnox, so a wrong number only shows up when you export. Consider giving them names you will recognise.

4. If you sell RUT work, switch on household work

Skip this step if none of your private clients get a RUT deduction.

In Fortnox, switch on Inställningar → Fakturering → Husarbete. Then, under Integrations in Rytmia, tick Household work is switched on in Fortnox on the Fortnox card. Rytmia can’t read that setting, so the tick is you confirming it, and batches with a RUT deduction are only exported once it is ticked. Connecting again clears the tick.

Without the setting, Fortnox accepts the invoice but shows it at full price. Deduct RUT on quotes and invoices covers the rest.

5. Export one batch and check it

Before a full month goes out, export a single small batch.

1. Build and confirm a batch under Billing. See Build a billing batch and export it.
2. Choose Export to the accounting system.
3. When the batch shows Exported, open the draft invoice in Fortnox.

Check the customer, the rows, the prices and the VAT against the batch in Rytmia. Also look at the dates and payment terms Fortnox filled in. If everything matches, you are set up.

If Rytmia says a batch is not ready

Before it sends anything, Rytmia checks the batch and lists what is missing:

• No accounting system is chosen or Your accounting system is not connected — go back to step 1.
• Client has no customer number — the named client needs step 2.
• Article has no Billed as — the named service, material or fee needs step 3.
• Confirm under Integrations that household work is switched on in the accounting system — a batch with a RUT deduction needs step 4.

Fix what is listed and export again. You set these once. They stay set for every later batch.

If the invoice shows the wrong unit

The invoice shows the code the unit had when the row was put on the order. If you change a unit’s code under Units, the new code applies to rows put on orders after the change. Rows already on an order, and batches already created, keep the old code.

To correct an invoice that has already been exported, change the draft in Fortnox.

Disconnect or switch Fortnox company

Choose Disconnect on the Fortnox card under Integrations. Exports stop, and confirmed batches wait in Rytmia until you connect again. Customer numbers, invoice articles and what you chose under Billed as are kept. Clients that become active or change while Fortnox is disconnected aren’t sent there on their own when you connect again.

Disconnecting in Rytmia does not remove the integration inside Fortnox. If you want Rytmia’s access gone on that side too, remove it in Fortnox’s own integration settings.

To move to a different Fortnox company, disconnect, then connect again and approve the connection in the new company. Check the customer numbers and invoice articles afterwards. They must match the new company, not the old one. Until they do, changes to a client are written over the customer with the same customer number in the new company. Rytmia does not check existing invoice articles against the new company, so one that is missing there only shows up when you export.

If someone removes the integration in Fortnox, exports from Rytmia stop working. Connect again from Integrations.

When an export does not go through

Most failures say what to do: try again, or fix something first. One needs care.

If Fortnox refuses an invoice, the batch shows what it objected to, such as a customer number or an invoice article Fortnox doesn’t have. Fix a customer number on the client. For an invoice article, create it in Fortnox or change its number under Invoice articles. The fix then applies to every article billed as it. Then try the export again.

If a batch shows Needs review, the invoice was sent but no answer came back, so it may already be in Fortnox. Search for it in Fortnox before doing anything else, then choose Resolve review on the batch and say what you found: the invoice, no invoice, or an invoice you cancelled.

Rytmia blocks exporting that batch again until you have answered. A second export is how a client gets billed twice.

Build a billing batch and export it covers every failure type.