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 your clients and services the numbers they already have in Fortnox.

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, price and VAT	Create customers or articles 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.

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.

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 customers and articles already set up. Rytmia points at customers and articles that already exist in Fortnox. It does not create them.

In Rytmia:

• Permission to change integrations. By default, owners and office personnel have it. Field workers do not.

Set it up

1. Choose Fortnox and connect

1. Go to Administration → Integrations.
2. Under Billing, 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

Open a client and find Customer number on its billing details. Enter the customer number the same client has in Fortnox.

Do this for every client you invoice. The Clients list has a customer number column, so you can see which ones are still empty.

Rytmia cannot check the number against Fortnox when you save it. If you type a number that belongs to another customer, the invoice goes to that customer. Copy the number from Fortnox rather than typing it from memory.

3. Give each service its Fortnox article number

Open a service and enter its Article number, the one the matching article has in Fortnox. The Services list shows the column here too.

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

4. 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 Fortnox.
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 Fortnox account is connected — go back to step 1.
• Client has no customer number — the named client needs step 2.
• Service has no article number — the named service needs step 3.

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

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. The customer and article numbers you entered are kept.

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 and article numbers afterwards. They must match the new company, not the old one.

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 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. If it is there, the export worked. If it is not, contact Rytmia support to reset the batch.

Rytmia blocks exporting that batch again on purpose. A second export is how a client gets billed twice.

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