Link clients to Fortnox

A client’s billing batches can only be exported to Fortnox once the client has its Fortnox customer number. If your clients are already in both Rytmia and Fortnox, you don’t have to enter the numbers one client at a time. The link page lists your customers in Fortnox, suggests the matching client for each, and links many at once.

Linking only sets the customer number. Nothing else on the client changes, and nothing changes in Fortnox.

For a customer that isn’t a client in Rytmia yet, see Import a client from Fortnox.

What you need first

• Fortnox connected under Integrations. See Connect Rytmia to Fortnox.
• Permission to change clients. By default, owners and office personnel have it. You don’t need permission to change integrations. Without it, the page says you don’t have access.

Open the link page

Go to Clients, choose the arrow beside New, and under From your accounting system choose Link.

Billing also links here. When an export is blocked because clients have no customer number, the list of what is missing has a Link to accounting system link.

The link page is only on the web.

What the page shows

Each row is an active customer in Fortnox, with its customer number, name, organisationsnummer or personnummer, email and phone. Search by number, name or organisationsnummer/personnummer at the top. Inactive customers in Fortnox aren’t listed.

A personnummer is masked unless your role may see personnummer in full.

The Client column says what Rytmia found for the customer:

• Linked: a client already has this customer number. The client’s name links to it. The row can’t be ticked.
• Suggested: a client without a customer number has the same organisationsnummer or personnummer, on the client itself or on a private client’s primary contact. If there is exactly one, it is already chosen. If there are several, choose the right one.
• No suggestion: choose Select a client and search for it yourself. A client that already has a customer number is shown, but can’t be chosen, with Already has customer number ….

Rytmia never matches on name. Two households can have the same name, so a name is not enough to say it’s the same customer.

Link

1. Choose the client on each row you want to link. Choosing a client ticks the row. A row with a single suggestion already has its client, so you only need to tick it.
2. To tick every row on the page that has a client, use Select all on this page.
3. Choose Link at the bottom of the page. The button shows how many are ticked.

Your ticks stay while you search and page through the list, so you can collect rows from several pages and link them together. You can link at most 100 at a time.

A client can only be linked to one customer. If two customers in Fortnox have the same organisationsnummer and suggest the same client, it is chosen for the first one, and the second row says Already chosen for …. Fortnox allows duplicates, so this does happen. Check which customer number is the right one.

The report

After linking, a report at the top of the page shows how many clients were linked. Clients that weren’t linked are grouped by reason, each with a link to the client. The report stays until you close it.

Reason	What it means	What to do
Already have a customer number	Someone gave the client a number after you ticked it. A link never replaces a customer number.	Open the client and check which number is right. Change it on the client if needed.
Customer number already linked to another client	Another client got this customer number after you ticked it.	Check which client the customer really belongs to.
No longer active in Fortnox	The customer was made inactive or removed in Fortnox.	Make the customer active in Fortnox if it should be, and link again.
No longer exist	The client was deleted after you ticked it.	Nothing.

Linking again is harmless. Clients that are already linked are skipped, not changed.

If the whole link fails, for example because Fortnox doesn’t answer, nothing is linked and the message says why. Your ticks stay, so you can try again.

Change or remove a customer number

The link page only gives numbers to clients that don’t have one. To change or remove a client’s customer number, open the client and edit Customer number on its billing details. Rytmia checks a new number against Fortnox when you save it.