Documents that you upload to Corpay One must contain a number of visible details so that Corpay One can analyze them correctly.
Corpay One currently supports the document types invoices, receipts and credit notes, and each of them must contain a number of different details in order to be processed correctly:
1. Invoices with a payment slip (girokort and FI-kort):
Invoices with a payment slip at the bottom (recognizable by a black text field that says "indbetalingskort") are processed using a numeric code. Depending on that numeric code, these invoices are either girokort or FI-kort.
The following information must be visible on invoices with FI codes:
Amount
Currency
Invoice date
Due date
Vendor details
Numeric code (often written as +04 or +71< XXXXXXXXXXXXXXX+XXXXXXXX<, but the content and length can vary)
2. Invoices without a payment slip (payment using bank account details):
These types of invoices can look very different, but what they have in common is that the vendor's bank account details are printed on them so that the payment can be made using those details.
The following information must be visible on invoices with bank details:
Amount
Currency
Invoice date
Due date
Your details as the debtor (name, address and a payment ID such as invoice no. and/or customer no.)
The vendor's name, address, bank name and account details (registration and account number, or IBAN number)
For foreign invoices: SWIFT number, IBAN number and/or another form of bank identification for international transactions, plus the name and address of the recipient account's bank.
3. Receipts for payments already made
A receipt is confirmation of a completed payment made by you, a coworker or a vendor. For example, you get a paper receipt when you buy a liter of milk at the supermarket, or an email receipt when your phone subscription is paid automatically with your payment card.
The following information must be visible on receipts:
Amount
Payment date
Vendor's/merchant's name
4. Credit notes
A credit note is documentation of an amount owed to you by a creditor. The amount on the credit note is deducted from what your company (the debtor) owes the creditor. A credit note can be paid out as a credit voucher, in cash, or transferred to the customer's bank account.
The following information must be visible on credit notes:
Amount
Payment date
Vendor's name
Other information
If you add an invoice by taking a picture of it, it is of course important that the image is sharp and bright enough for all the details to be read clearly.
Check out this guide for an overview of all the ways you can add documents to Corpay One.
You can also read this document from SKAT (the Danish tax authority), which describes the applicable requirements for invoices and which Corpay One follows in accordance with anti-money laundering legislation (opens in a new tab).