Welcome to the Conextrade Help Centre!
On this page you will find all the relevant information for the use of our portal and portal-related services. If you have a specific problem for which you require the assistance of our Customer Care, you can go back to our portal and fill out our request form.
Conextrade services
The Conextrade portal is a platform for e-invoicing. You can send and/or receive orders, order responses, dispatch advices and invoices, all from our portal.
If you wish to digitalise your invoice procedures with your trade partners, we suggest you to contact us for a full integration, which enable you to manage and keep an overview of all documents exchanged on the portal.
If you use the portal as a supplier of a company that has special requirements for the invoice format, you will probably have to send your invoices either per paper or email (PDF and Invoice Box). This depends on your buyer.
Overall, you can spare many costs by digitalising the sending of invoices as well as reducing your carbon footprint.
Conextrade portal: content
Under search trade partners you can find all companies that are directly connected to the Conextrade portal. It contains detailed information about the individual companies and provides direct access to their information such as addresses, contact persons, phone numbers, ect.
Via the trade partners search you can add companies as your buyers and/or suppliers. Just click on the + next to the company. Your enquiry and its current status can be viewed under Sent request.
You can only start sending documents with other companies once they've accepted you as a trade partner.
Listed here are all companies that are registered with you either as customers or suppliers, and with whom you can undertake electronic processes and exchange documents.
You can delete the connection anytime you want, but it is definitive.
You have an overview of the requests for trade partner connections you received. There you can decide whether you want to accept a it or not.
You have an overview of the trade partner requests you sent that are still pending.
This tab enables you to see all the documents you have received. You can filter and sort the documents according to your needs.
If you click on the three dots, you can either mark it as unread again or move the document to trash. We recommend you saving the documents on your computer before moving them to trash on the portal.
If you open the document, you can edit, cancel and/or download the invoice.
This tab enables you to see all the documents you have sent. You can filter and sort the documents according to your needs.
If you click on the three dots, you can move the document to trash. We recommend you saving the documents before moving them to trash.
If you open the document, you can edit, cancel and download the invoice.
You have an overview of the documents you deleted. Please be aware that the documents in this file will be definitively deleted every XXX. If you want to recover a document, you can move it back to sent or received documents.
Archive is an additional service you can choose with your transaction package. It guarantees the safekeeping of your transactions for the next 10 years so that you are legally conform by our partner Trust Weaver.
You can access your archive on the portal and filter the documents according to various criteria. You have an overview of you documents and you can download the invoice with their respective signature container if needed.
Please be aware that the archiving service is only valid per transaction package. Once you have finished on package, if you do not buy the additional service again, your new transactions will not be archived.
Document tracking allows you to track all documents sent and received. The documents can be filtered according to various criteria, such as trading partner, document ID, status or date. All documents listed that have a red error badge on them have had an error.
If a document has a red badge, it means it cannot be delivered at all. In most cases, that occurs when documents are mistakenly addressed, or the document format is not correct. If it is a signed invoice, it is often due to the fact that a VAT check couldn’t be made. In those cases, you will have to correct the errors and resend the documents.
All individual processing steps, including format conversions, are listed in the document's detail view. With each individual step you can download the data or view it online. The documents can be viewed online during a period of 90 days.
This service enables you to create an invoice directly on the portal instead of uploading it. If you will send many invoices with the same form, you have the possibility to save it as a template.
If you receive an order, you can create an order response based on it to answer your customer. You can also send a dispatch advice and an invoice based on the previous documents. Thanks to this option, you can have the most recent information directly filled in the form.
Please be aware that if you create an invoice based on an order you received and you exchanged documents inbetween, you will not have the most recent information in your invoice.
Under personal settings you will find to tabs. Under personal information you can edit your own user profile. Under login credential you have the possibility to reset your password.
The administrator can change the company's information as well as its logo.
The administrator can edit, add or delete your various billing addresses.
The administrator can edit, add or delete users from the company.
You can see your different backend systems. You cannot modify this or only through our Customer Care.
This page of the portal shows you the various options to get help:
- Help centre
- Support request form
- Paid hotline
Please be aware that support from our customer care (support request form and paid hotline) costs 200.- CHF/hour for a minimum of 15 minutes.
FAQ
Administrative
How should I start using the portal?
As a first step, you have to choose a transaction package depending on your needs (S, M, L, XL) and the additional services archive and interconnect. This is normally obligatory on your first connection on the portal.
As a second step, you need to find your trade partners: buyers and/or suppliers with which you wish to exchange documents through the Conextrade portal. Once you have sent connection requests, you will have to wait for them to accept them.
Once your trade partners have accepted your connection requests, you will be able to start sending documents (Documents > Create).
What is a transaction?
Under transaction we understand every document or information you exchange with your trade partners. For instance, every element sent or received: invoice, order, order response, disptach advices.
How can I check if my document was successfully sent?
You can use our document tracking tool to find out the state of your documents. If there has been a problem, you will see a red badge "Error" on your document. If a document has a red badge it means it cannot be delivered at all. In most cases, that occurs when documents are mistakenly addressed or the document format is not correct. If it is a signed invoice, it is often due to the fact that a VAT check was not made. In those cases, you will have to correct the errors and resend the documents.
Other kinds of problems are treated by our customer service, which, if not able to solve it on its end, will take up contact with you as soon as possible to work on fixing it.
Where can I add or delete a portal user?
User management is only available to Administrators, standard users do not have access to this page.
You will find the user management page when you click on your company name on the right corner of the portal and then on the dropdown menu "Company Settings". You will find a tab "User Management". There you can edit, delete or create new users, as well as changing their status from or to Administrators.
How can I deactivate the email notifications?
You can deactivate the email notifications, by clicking on your name in the top right corner, "Personal settings", under the tab "Notifications". You can select which kind of notification you wish to receive per e-mail. The other users of your company might receive the same notifications as you do.
Please be aware that you will still receive information from Conextrade per email, for instance if there is a maintenance period on the platform.
What is the difference between an administrator and a standard user?
Both types of users can:
- Send, accept or refuse trade partner connection requests
- Create invoices
- Send orders
- Send order responses
- Send dispatch advices
- Activate or deactivate email notifications
Additionnally to the above mentionned actions, an administrator can:
- Create, delete or edit users
- Edit company information
- Edit billing information and addresses
- Buy transaction packages and the additionnal services
Where can I find help?
You can get support from our Customer Care by filling out the Support Request from on our portal. You also have the possibility to call our Help Desk: the telephone number is also on our help page on the portal.
You might however find more information on this Help Centre.
How can I send an invoice to my client?
Once you have successfully registered, you must creat a trade partnership to be able to exchange data with your client. To do this, you can log in and go under the tab "Trade partners". From there, you can search for the trade partners you want to add and make a request as their supplier.
You have to wait for the partner to accept your request before you can exchange documents.
Once you have a trade partnership with your client, you can go under Documents. There you can select "Create an invoice". You will be able to type in all the relevant information for your invoice before sending it to your client.
If you client has specified that you need to send the invoice per email, please only use this option using the given email address.
How can I check if my document was successfully sent?
You can use our document tracking tool to find out the state of your documents. If there has been a problem, you will see a red badge "Error" on your document. If a document has a red badge it means it cannot be delivered at all. In most cases, that occurs when documents are mistakenly addressed or the document format is not correct. If it is a signed invoice, it is often due to the fact that a VAT check was not made. In those cases, you will have to correct the errors and resend the documents.
Other kinds of problems are treated by our customer service, which, if not able to solve it on its end, will take up contact with you as soon as possible to work on fixing it.
Where can I download my invoices?
You have to login on the portal and will be able to find you documents under Received documents. There you have the possibility the download your document.
You are legally obligated to save your invoices. If you do not wish to save the invoices yourself, you can use our service "Archive" and which guarantees you the saving of your invoices for 10 years. You can find more information on this under Conextrade Services
What is the difference between an administrator and a standard user?
Both types of users can:
- Send, accept or refuse trade partner connection requests
- Create invoices
- Send orders
- Send order responses
- Send dispatch advices
- Activate or deactivate email notifications
Additionnally to the above mentionned actions, an administrator can:
- Create, delete or edit users
- Edit company information
- Edit billing information and addresses
- Buy transaction packages and the additionnal services
Can I upload my PDFs instead of sending them per email?
The format by which you can send your invoices to your client depends on the service he selected. If the service used by your client foresees that the PDF invoices are delivered via e-mail to the address provided, then you cannot upload your invoices on the portal.
Video Tutorials
Create Invoice
Create and use template
Add additional references to invoice
Company settings
Personal settings
Trade partners
Accept Invoice
Send dispatch advice
Format information
You can download the technical information regarding the data formats as ZIP files.