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Invoicing in Semantix vendor portal (XTRF)

You will receive a job specification on the morning of the last day of each month. After that, you can upload your invoice in the portal. The specification will include all jobs that you have delivered during the month. However, jobs completed after 17:00 (GMT+1) on the second last day of each month will not be included in the job specification until the next month. Which Semantix company branch to invoice will be stated in each specification.

There are two things to remember when invoicing:

  1. The invoice must match the job specification exactly regarding sum total, Semantix company branch name and corresponding VAT number.
  2. The invoice must be in PDF format. Invoices in Excel or Word will be rejected by the system.

Please also note here that invoicing directly via the job tab in XTRF is not allowed.

Before you invoice

Before you upload your first invoice, you need to log into your vendor profile and make sure that you have filled out all the information necessary for the payment to be made. Make sure that you have

  • Chosen a payment method.
  • Filled out your sort code, your account number, bank name, IBAN and SWIFT. This information is not mandatory for every country, so if your country does not use sort codes, account numbers or IBAN, you can disregard them.
  • Informed Semantix of your VAT number, if you have one, and your organization number or EID if you do not have one. You can do this by sending an e-mail to vendor.management@semantix.eu.
  • Log in to Semantix Translations’ vendor portal.
  • Click the link inside the introductory text “This invoice will be added upon invoice specification 6xxxxxx delivered by Semantix Translations” to view your job specification.
  • Check that the total for each job listed is what you expect it to be.
  • Check that the Subtotal, VAT, and Total values are correct based on the ordering Semantix company.
  • If any value seems incorrect, please contact the project manager in question and await a revised job specification.
  • Otherwise, create your invoice in the way you usually do, and make sure to save it as a PDF for step 8.
  • In Semantix Translations’ vendor portal, enter the Invoice No. and Invoice Date of the invoice you just created; please note that the invoice date must be the date of uploading, not earlier. It is not possible to upload the invoice before the invoice date.
  • Click Select file to upload your invoice as a PDF. Note that the invoice must be PDF format, otherwise it will get stuck in the system and not passed on for payment.
  • Click Add Invoice.

One or more job specifications

You can receive one or more job specifications, depending on how many Semantix branches you have received projects from during the past month.

Semantix consists of several legal entities – branches – based in the Nordic countries. They are:

  • Semantix Eqvator AB
  • Semantix Språkcentrum AB
  • Semantix Translations Sweden AB
  • Semantix Finland Oy
  • Semantix AS
  • Semantix Translations Norway AS
  • Semantix A/S
  • Semantix Translations Denmark A/S
  • Semantix Teknotrans AB

Only one legal entity per invoice

Invoicing projects from two or more Semantix branches on the same invoice is not possible. Hence, double-checking your job specification is very important (see sender address in image below). If you have delivered a project for only one Semantix branch during the past month, you will only have to upload one invoice. If you have delivered projects for two or more Semantix branches, you will need to upload two or more invoices.

The easy way: Specification first, invoice second

When you have received and verified your monthly specification, create and upload an invoice that matches it.

If you want to create your invoice before your specification arrives, you can identify the Semantix branch by the project numbers’ first two digits.

Semantix legal entity (branch)

Project numbers’ first two digits

Semantix AS

70

Semantix Translations Norway AS

71

Semantix Eqvator AB

72

Semantix Språkcentrum AB

73

Semantix Translations Sweden AB

75

Semantix Finland Oy

76

Semantix A/S

77

Semantix Translations Denmark A/S

78

Semantix Teknotrans AB

79


NB: If your specification is incorrect, please contact the responsible project manager, or Semantix’ Vendor Team.

Uploading your invoice

Your specification notification email looks like this:

A new job specification is now available in Semantix Translations’ vendor portal.

Please invoice it at your earliest convenience following the step-by-step instruction below:

  1. Log in to Semantix Translations’ vendor portal.
  2. Click the link inside the introductory text “This invoice will be added upon invoice specification 6xxxxxx delivered by Semantix Translations” to view your job specification.
  3. Check that the total for each job listed is what you expect it to be.
  4. Check that the Subtotal, VAT, and Total values are correct based on the ordering Semantix company.
  5. If any value seems incorrect, please contact the project manager in question and await a revised job specification.
  6. Otherwise, create your invoice in the way you usually do, and make sure to save it as a PDF for step 8.
  7. In Semantix Translations’ vendor portal, enter the Invoice No. and Invoice Date of the invoice you just created; please note that the invoice date must be the date of uploading, not earlier. It is not possible to upload the invoice before the invoice date.
  8. Click Select file to upload your invoice as a PDF. Note that the invoice must be PDF format, otherwise it will get stuck in the system and not passed on for payment.

Click Add Invoice.

Do you want to fit an early delivery to your specification?

If you deliver a project ahead of deadline and would like to add it to this month’s invoice, please inform your project manager before the month’s last business day.

Merging specifications

If you have several specifications from the same Semantix company and want to avoid bank fees, we can merge them for you. Please send a request to either finance@semantix.se or vendor.management@semantix.eu, stating precisely which specifications to merge.

Payment terms

Unless agreed otherwise, payment will be sent 30 days after you have uploaded your invoice.

FAQ

How do I find my specification?

When you are logged in to your profile on the Semantix Vendor Portal, navigate to the tab Invoices. If you have jobs to invoice, click on the button Add Invoice upon Specification. You will be directed to the page where you upload your invoice. Your specification number is underlined in the blue box at the top of the page, under New invoice upon Specification:

Clicking on the underlined specification number will download it as a PDF.


A project is missing from my specification. What do I do?

Contact the responsible project manager, or Vendor Management at vendor.management@semantix.eu.

Invoicing payment terms

Your job specification arrives on the last working day of each month. As soon as you have your specification, you can send in your invoice. Payment is due no later than 30 days after the invoice date (even though an inbuilt XTRF feature sometimes states another number).

XTRF options Add invoice versus Add invoice upon specification

An inbuilt XTRF feature offers the choice to Add invoice without specification. All invoices, however, require a specification. Hence, choose Add invoice upon specification.

Why can’t I upload my invoice?

You can upload your invoice once you have received your specification. Your specification will be ready by the last working day of each month. If the message “Specification will arrive soon” still appears on the month’s last working day, please contact Vendor Management at vendor.management@semantix.eu.

My bank charges a fee for every invoice. Is there a way around that?

While you can’t avoid banking fees completely, you can choose to merge specifications and invoice small projects together – as long as they are for the same Semantix branch. Please see Merging specifications for more information.

Download these instructions as PDF