Isak Blomkvist
Yes, monday.com can be connected to Fortnox, the cloud-based accounting and invoicing system used by many small and mid-sized companies in Sweden. With the integration, whatever is ready to invoice in monday.com becomes an invoice in Fortnox, whether it is a won deal, a completed project milestone or the month's reported time, new customers are added automatically and the payment status shows in monday.com without anyone having to check the finance system. It is usually built in an integration platform like Make, around how your company works. This article covers what the integration does, how it is built and what to consider before you get started.
- Something becomes ready to invoice in monday.com
- Router · Does the customer exist in Fortnox?YesThe existing customer is usedNoThe customer is created first
- The invoice is created in Fortnox
The integration searches by company registration number. If the customer exists, it is used, otherwise it is created with the details from monday.com. The same customer never gets two customer records.
- The milestone is marked complete in the project
- The amount for the milestone is retrieved
- The partial invoice is created
Projects invoiced in installments get one invoice per completed milestone, and the project manager sees right away what has been invoiced and what remains.
- Time and items are reported in monday.com
- The data is marked ready at the end of the month
- One invoice per customer is created
Ongoing engagements are invoiced on actual time. When the month closes, everything approved is gathered into one invoice per customer.
- The invoice is sent from Fortnox
- Router · Paid on time?YesStatus paid in monday.comNoReminder and a task for the owner
The rep and the project manager see right away in monday.com whether the customer has paid, and overdue invoices are caught without anyone digging through the finance system.
The flows above are only examples of how it can work. Every integration is built around your process: which steps to include, what should happen in each situation and who is responsible for what.
Short answer
There is no single button that connects monday.com and Fortnox. The integration is built in an integration platform like Make or Zapier, which can talk to both systems. The flow itself is built around your process: what should trigger an invoice, which details come along and what happens once the invoice is paid. Zapier is enough for simple flows. Make is a better fit when the flow has conditions, several steps or needs error handling. That is where we build most integrations.
What the integration can do
Here are four common examples. Your integration can do more, less or something entirely different, depending on how you work.
The invoice is created in Fortnox when something happens in monday.com that should be invoiced: a won deal, a completed milestone, a delivered order or a month-end close. Customer, items and amounts come along, and the same deal or project can produce several invoices, including recurring ones for subscriptions and contracts.
If the customer does not exist in Fortnox, it is created before the invoice. The integration first searches by company registration number or customer number, so the same customer does not end up there twice.
The invoice can be drafted, reviewed and sent directly from monday.com. The rep or project manager sees what is being invoiced, and finance does not have to chase supporting documents.
When the customer pays in Fortnox, the status in monday.com is updated. If an invoice becomes overdue, the integration can send a reminder or create a task for whoever owns the customer.
Why connect monday.com and Fortnox?
- Less duplicate work. Customer details, amounts and invoice status are entered once, not in two systems.
- Fewer errors. When the details come along automatically, misspelled customer names, wrong amounts and forgotten invoices disappear.
- Paid faster. The invoice is created the same day the work is ready, and overdue invoices are spotted right away instead of at the next review.
- Sales and finance see the same thing. The rep sees in monday.com whether the customer has paid, and finance sees what is on its way in.
How the integration is built
There are three ways to build it, and which one fits depends on how advanced the flow is.
| Option | Best when | Keep in mind |
|---|---|---|
| Zapier | A simple one-way flow, for example a new customer in monday.com is added to Fortnox | Quick to get started, but limited when the flow needs conditions or several steps |
| Make | Flows with conditions, several steps and in both directions, for example a partial invoice on a completed milestone and payment status flowing back | Powerful and flexible, but requires a well-designed flow: how data maps between the systems, how exceptions are handled and how errors are caught |
| Custom code against the Fortnox API | Large volumes or unusual requirements the platforms cannot handle | The most flexible, but requires someone to own and maintain the code |
For most companies, Make is the right choice, but the platform is just the tool. What determines whether the integration holds up is how it is built: how the data in monday.com maps to customers, items, VAT codes and payment terms in Fortnox, how the flow handles exceptions such as credit notes, discounts and changed amounts, and what happens when something goes wrong. An integration that works in a test but silently misses invoices in production costs more than it saves. That is why we build with logging and alerts from the start, and manage the integration as the process or the systems change. The integration requires a paid Fortnox account.
What to decide before you build
An integration is never better than the process it automates. These questions determine whether it works in practice:
- What should trigger the invoice? A won deal, a completed milestone, a delivered order or a month-end close. Decide exactly which event or status in monday.com creates the invoice, and who is allowed to set it.
- Which details must be in place? Company registration number, billing address, items and payment terms must be filled in before the invoice can be created. Otherwise it will be wrong or get stopped.
- How are customers matched? Company registration number is the safest choice. Names are not enough, since the same customer can be spelled several ways.
- Who reviews the invoice? Should it be sent directly, or created as a draft that finance approves first?
- What happens when something goes wrong? A good flow logs every run and flags when an invoice could not be created, instead of silently skipping it.
When Fortnox is no longer enough
Fortnox works well for many companies, and the integration with monday.com makes it even better. But as the business grows with more companies, more approvers, projects that need tracking per cost center or deals in foreign currency, the finance system often becomes the limit. Read more in Visma Net vs Fortnox: when have you outgrown Fortnox?. If you switch later, monday.com comes along, and the integration is rebuilt against Visma Net. We describe how that looks in Projects in monday.com, finance in Visma Net.
Straviont builds the integration
We are an official monday.com partner and certified CRM specialists with monday.com, and we build integrations between monday.com and finance systems in Make. We start with the process: what should trigger the invoice, which details must be in place and who is responsible for what. Only then is the flow built, with logging and error handling, and we manage it as your business changes.
Frequently asked questions
Can monday.com be connected to Fortnox?
Yes. monday.com and Fortnox are connected through an integration platform like Make or Zapier, or with custom code against the Fortnox API. The flow is built around your process. The integration can create invoices and customers in Fortnox and bring payment status back to monday.com.
Can monday.com create invoices in Fortnox automatically?
Yes. The integration can create the invoice in Fortnox when something in monday.com is ready to invoice, for example a won deal, a completed project milestone or reported time at month-end. Customer, items and amounts come along, and if the customer does not exist in Fortnox, it is created first.
Can one deal in monday.com produce several invoices in Fortnox?
Yes. The integration can create several invoices from the same deal, for example an advance and a final invoice, one invoice per milestone or delivery, or recurring invoices for subscriptions and contracts.
Can payment status from Fortnox show in monday.com?
Yes. When an invoice is paid in Fortnox, the status can be updated in monday.com, and overdue invoices can trigger reminders or tasks for whoever owns the customer.
Should we choose Make or Zapier?
Zapier is enough for simple one-way flows. Make is a better fit when the flow has conditions, several steps, works in both directions or needs error handling and logging, which applies to most integrations between CRM and invoicing.
What do we need in Fortnox to connect the systems?
The integration requires a paid Fortnox account and a user with access to the parts being connected, for example invoicing and the customer register.
Next steps
Start by describing the flow up to a paid invoice: what triggers the invoice, who does what and which details are needed. From there, building it goes quickly. If you want help, you can book a free mapping session and we will go through it together.