Terms of service

• Invoices received by email
  Click “forward” in your email program and send the invoice to your individual email address. Remember not to send us electronic documents from contractors who send them in EHF format or outgoing invoices created in e-faktury.no. We already have these and will process them.
• One file = one document
  Remember the rule: one file corresponds to one document. If your document has multiple pages, scan them into a single PDF file. If your scanner doesn’t have this option, use any PDF merging tool, for example: PDF Merge www.pdfmerge.com
• What should you send us?
  You should send us: invoices and credit notes (except those received in EHF), all receipts representing expenses, statements from your cash register (Z2), bank statements, important contracts, and correspondence from authorities.
• Bank statements
  By the 5th of each month, send us your bank statements. Submit them to your individual email address in PDF format and one of: txt, xls, csv. Be sure to title the email “Kontoutskrift” – this helps us identify it. Sending the bank statement in both formats is required. If you can’t find the statement in txt, xls, or csv format, ask your bank for help.
• Documentation for withdrawals/adjustments
  If you run a construction company or transferred items for private use, you should provide documentation of such disposal (uttak). Also, if there’s a change in property use or proportions, you should provide documentation of current use for taxable and exempt purposes (justering). Construction companies running their own projects for later sale without VAT must provide withdrawal documentation with appropriate markups through internal invoicing or proper documentation every two months during VAT reporting periods.

• Invoices from outside Norway
  If you have an invoice from outside Norway for services that don’t require customs clearance, you can send it as you received it. Such invoices include those for various services like IT services. When purchasing goods abroad, you must first clear them through customs. Customs clearance can be done at any customs office in Norway, for example with us: etoll.no. Clearance is based on the foreign invoice and can even be done electronically.
  After clearing the goods, send us the foreign invoice and customs documents as one PDF file. You’ll also receive a separate invoice from the customs office – this represents your expense and should be sent as a separate file.
• Purchasing a car or using a private car
  When purchasing a company car, we’ll register it as your fixed asset and obtain all data based on the registration number. The registration number should be included in the purchase agreement; if not, send it to us separately.
  If you’re adding a private car that you want to use for business purposes, or if your employee wants to use their private car for business, follow these instructions. Send us a separate email without attachments titled “Ny bil” with content including at least the registration number and information that it’s your (or the employee’s) private car. After sending the email, you should maintain a vehicle logbook and send us a monthly summary. You can find a vehicle logbook template here, and an example of a completed vehicle logbook here.

Regular document submission is extremely important for maintaining accurate accounting. We kindly ask you to send documents promptly. The document email is active 24 hours a day – just one photo and an email is all it takes.

• Before hiring
  Check the regulations governing employee hiring in your industry. An HMS card may be required (e.g., construction and cleaning), appropriate education (e.g., director of an insurance company), and other guidelines. Also, be sure to set up a tax account at your bank (the bank will know what this means).
• Compensation
  Ensure you meet the statutory minimum wage, which you can find here: www.arbeidstilsynet.no/arbeidsforhold/lonn/minstelonn/ The salary must be stated in the contract. Also remember overtime pay – minimum 40% – and holiday pay.
• Contract
  You should have a written contract with every employee. We recommend using templates available here: www.arbeidstilsynet.no/arbeidsforhold/arbeidsavtale/maler-for-arbeidsavtaler You must send us the contract.
• HMS training
  Each of your employees should undergo at least minimal health and safety training. You should also maintain statutory documentation in this area. We recommend reviewing the HMS links: www.arbeidstilsynet.no/hms/ and the guide: www.arbeidstilsynet.no/hms/arbeidsmiljoguiden/

• Working hours and tasks
  Remember that in most industries you’re required to record working hours and, for example, projects participated in or services performed by your employee. Use an appropriate system or document hours electronically, for example in Excel. We recommend sending documentation in PDF to us for archival purposes.
• Payments
  You should make payments only based on data received from us. By the 5th of each month, you should provide us with the following for each employee: gross salary, number of hours worked, any bonuses including overtime, private use of company car, per diems, holiday pay. We inform you how much net money should be transferred to the employee’s account and how much should be transferred to the tax account.
• Vacation and holiday pay
  Remember that your employee is entitled to vacation according to contractual arrangements (minimum 25 working days – Saturday is also a working day). They’re also entitled to holiday pay according to the arrangements. The employee has the right to receive all vacation and holiday pay by September 30th.
• Changes and terminations
  Be sure to report all contract changes immediately, including changes to hourly rate, working hours, position, etc. All changes must be registered. When terminating employment, remember to observe the notice period and termination guidelines: www.arbeidstilsynet.no/arbeidsforhold/oppsigelse/

Remember that the foundation of good business management is lawful cooperation with employees. Failure to follow the rules set by labor law can lead to conflicts and even legal disputes.

• Reply to emails
  As part of our cooperation, we ask about various things related to your documents. Unfortunately, we often don’t know if your expense or transfer is private. Those we’re certain about we book immediately – those we’re unsure about we ask first. Lack of response may result in unfavorable booking of the document as a private expense.
• Consult on larger expenses
  It’s important that you know whether a given expense can be classified as a cost. Your expense may turn out to be a private expense according to regulations, and we won’t be able to classify it as a cost. For example, a large gift for an employee will be treated this way.

• Send documents regularly
  Delayed submission may also result in delays in sending reports, which could expose you to penalties from authorities.
• Review documentation from us
  We often have to deduce that a transfer also included interest for the contractor or that you paid a private expense from your business account. Therefore, review the documentation from us and inform us of any discrepancies.

In summary – let’s work together. We’re flexible, but we stick to the rules :).