How the integration works: EuroBonus Business connects to your Fortnox account through Fortnox’s own activation process. You log in to Fortnox as usual, choose which company the connection applies to, and approve the access EuroBonus Business receives. No integration user is needed, and no passwords are shared. After that, each expense you export is recorded as a journal entry in the manual journal series you select. Deductible input VAT is posted to its own VAT account, the receipt is attached, and if you use cost centers and projects, they are included on the expense line.
Overview of the steps
| Step | What you do | Who |
| 1. Prepare Fortnox | Manual journal series for EuroBonus Business, VAT account in the chart of accounts | Accounting manager in Fortnox |
| 2. Connect | Start the connection in EuroBonus Business, select a company, and approve access in Fortnox | Administrator in EuroBonus Business + the person authorized to activate integrations in Fortnox |
| 3. Select a series and connect | Select a journal series, review, and connect | Administrator in EuroBonus Business |
| 4. Accounts and VAT | Expense account and VAT code per category, employee account per person, balance-sheet account | Administrator / accounting manager |
| 5. Export | Export approved expenses and check the journal entries in Fortnox | Accounting manager |
| 6. Cost centers and projects (optional) | Enable support in Fortnox, create the codes in both systems, and select them on expenses (Part C) | Accounting manager + administrator |
What you need before you start
- An administrator in EuroBonus Business who can change company settings.
- A Fortnox account with permission to activate integrations for the company.
- An accounting year in Fortnox that covers the expense dates.
- A manual journal series for EuroBonus Business (section 5).
- The account numbers from your chart of accounts (BAS): expense accounts, a VAT account for input VAT (for example, 2640), liability to employees, and liability to the card issuer.
Part A — Connect the integration
1. Start the connection in EuroBonus Business
Log in to the EuroBonus Business portal as an administrator and go to Settings → Company, the Integrations tab. Fortnox is displayed under Accounting system. Click Connect.
Settings → Company → Integrations, before Fortnox is connected.
The Connect to Fortnox dialog explains what will happen. Click Continue: Fortnox opens in a new tab.
You log in to Fortnox in a new tab and approve access. If no tab opens, pop-up windows are blocked: allow them for the portal and click again.
2. Select a company in Fortnox
While you are in Fortnox, the portal waits for approval.
The portal waits while approval is completed in the Fortnox tab.
In the Fortnox tab, log in with your Fortnox ID. Select company displays the companies your account can administer. Select the company in which the expenses will be recorded.
Fortnox Select company. The connection is made to the company you select here, in this example Example Company AB.
3. Approve access
Fortnox displays the access requested by EuroBonus Business. Click Approve & activate. The Fortnox tab closes and you return to the portal.
Fortnox Activation with the seven permissions requested by EuroBonus Business.
| Permission | Why it is needed |
| Accounting | Create journal entries, with cost center and project on the lines, and read journal series, accounting years, and chart of accounts. |
| Company information | Show which Fortnox company the connection applies to. |
| Inbox | Upload the receipt as a file in Fortnox. |
| Link files | Link the receipt to the correct journal entry. |
| Archive location | Place the receipt file in the Fortnox archive. |
| Cost center | Read the company’s cost center register. |
| Project | Read the company’s project register. |
IMPORTANT
The connection applies to one company. If you want to use several Fortnox companies, connect once per company, in the respective company in EuroBonus Business. Only the items you export are recorded, and nothing is ever deleted in Fortnox.
4. Select a journal series
Back in the portal, Connect integration opens. Select the journal series in which the exported journal entries will be recorded. The list is retrieved directly from your Fortnox company.
Step 1 of 2: Select journal series.
Only series with manual posting are shown, here Accounting and the custom series EuroBonus Business. Select the series and click Continue.
5. A separate manual series for EuroBonus Business
We recommend using a separate series for EuroBonus Business, so exported journal entries are easy to reconcile. Create it in Fortnox under Settings → Accounting → Journal series: enter an available code and a name on the empty row, select Manual posting, and click Save.
The series X – EuroBonus Business with Manual posting selected. Only manual series can be selected in the portal.
CAN’T YOU SEE YOUR SERIES?
If the series does not have Manual posting selected, it will not be shown in the portal. Select the box, save, and open the connection again.
6. Review and connect
The final step displays Company and Journal series. The series can be changed with Change. If everything is correct, click Connect.
Step 2 of 2: The Fortnox company Example Company AB and the series EuroBonus Business.
7. The connected integration
Fortnox is now displayed as the Export destination on the Integrations tab.
The connected integration with company and journal series.
| Field | Means |
| Company | The Fortnox company you selected, with the Fortnox company ID in parentheses. |
| Journal series | The series in which exported journal entries are placed, here X — EuroBonus Business. |
Change company or series
Click Remove and connect again with the correct selection. Journal entries that have already been exported remain in Fortnox, and the accounts you set in the portal (Part B) are retained.
Part B — Posting, VAT, and export
8. The required accounts
| Account in the portal | Where it is set | What it becomes in the journal entry |
| Expense account (per category) | Settings → Categories | Debit: the expense, excluding deductible VAT |
| VAT code (per category) | Settings → Categories | Debit: input VAT, for example 2640 |
| Employee account (per person) | People → Accounting tab | Credit for out-of-pocket expenses: liability to the employee |
| Balance-sheet account (per company) | Settings → Balance-sheet accounts | Credit for corporate card expenses: liability to the card issuer |
IMPORTANT ABOUT ACCOUNT NUMBERS
Fortnox uses numeric accounts (BAS, four digits). An account entered as text cannot be used for posting, and the export stops with a request to complete the information. The accounts must exist in your chart of accounts in Fortnox.
The accounts are selected for each expense as follows:
- Out-of-pocket expense: debit = category’s expense account (+ VAT code), credit = person’s employee account
- Corporate card, business purchase: debit = category’s expense account (+ VAT code), credit = company’s balance-sheet account
- Corporate card, personal purchase: debit = person’s employee account, credit = company’s balance-sheet account. No VAT is deducted.
You do not need to select anything during export. This is determined for each expense.
9. Expense account and VAT code per category
Go to Settings → Categories. The Expense account and VAT code columns show where each category is posted.
The categories under Food and beverages are posted to 5830/5831 with VAT code 2640.
Click a category to change it.
Dining out Sweden: expense account 5831 (Food and lodging in Sweden), VAT code 2640.
10. The fields and saving the category
| Field | Enter |
| Expense account type | Can be left blank, or set to GL. Not used by the Fortnox export. |
| Expense account | The expense account in the chart of accounts, for example 5831 or 5810. |
| VAT code | An account number for input VAT, for example 2640. Required for categories where expenses include Swedish VAT. |
| Standard VAT rate | Not used by the Fortnox export. The VAT rate is always taken from the expense itself. |
Click Save category and confirm with Yes, update category.
The change applies to both previous and new expenses in the category, including those that have not yet been exported.
11. The VAT account in Fortnox
The VAT code you enter in the portal is an account in the Fortnox chart of accounts. Under Register → Chart of accounts, check that the account exists, is active, and is reported in the correct VAT box.
Account 2640 Input VAT with VAT code (VAT box) I (48) – Input VAT. The exported VAT will then be included in box 48 of the VAT return.
TIP
Check with your accounting consultant which VAT account each category should use. The BAS standard is 2640 Input VAT.
12. How VAT is posted
The expense amount is divided into expense and input VAT when the VAT is deductible. The VAT rate comes from the expense: from the receipt or from what the employee selected.
| Expense | VAT separated? | How the expense is posted |
| Purchase in Sweden with a VAT rate (25, 12, or 6%) | Yes | Net amount to the expense account, VAT to the category’s VAT code, gross amount to the offsetting account. |
| Purchase abroad | No | The entire gross amount to the expense account. |
| Purchase without VAT or with 0% | No | The entire amount to the expense account. |
| Personal purchase with a corporate card | No | The entire amount to the employee account. |
Example: lunch and coffee for SEK 125.50 with 12% VAT, paid with a corporate card
| Account | Comes from | Debit | Credit |
| 5831 | Category’s expense account | 112.05 | |
| 2640 | Category’s VAT code | 13.45 | |
| 2890 | Company’s balance-sheet account | 125.50 | |
| Total | 125.50 | 125.50 |
VAT is calculated from the gross amount: VAT = gross amount × rate / (100 + rate), rounded to the nearest öre. Rounding differences are placed on the expense line, so the journal entry always balances. An expense divided across several categories receives one expense amount and one VAT amount per part. Refunds are posted as negative amounts.
The same journal entry in Fortnox is shown in section 18.
13. Employee account per person
An out-of-pocket expense becomes a liability to the employee, and a personal purchase with the corporate card is debited to the employee. The account is set under People → select person → Accounting.
Employee number EB-1001, account type EMPLOYEE, and employee account 2910.
14. Balance-sheet account for corporate cards
Expenses paid with a corporate card are a liability to the card issuer. The offsetting account is set once per company under Settings → Balance-sheet accounts.
The balance-sheet account Credit account points to 2890 in SEK.
15. Export approved expenses
Go to Expenses → All expenses, the Ready for posting tab. Select the expenses and click Export.
A selected expense, Coffee Bar Stockholm with 12% VAT, total SEK 125.50.
Give the export a title and click Create export.
The title becomes your reference in the export list. The description is optional.
16. If the export is stopped
If something Fortnox needs is missing, Items to resolve opens instead of the dialog. Each row shows what is missing and where, with an Add shortcut.
The expense has Swedish VAT, but the category Dining out Sweden is missing a VAT code. Add opens the category. Enter the VAT account and export again.
| Heading | Correct under |
| Expense account | The category (section 9) |
| VAT code | The category (section 9). VAT is never posted to a guessed account. |
| Employee account | The person (section 13) |
| Balance-sheet account | Balance-sheet accounts (section 14) |
17. Check the export in the portal
After Create export, the expenses move to the Exported tab, and the export appears at the top under Exports. The journal entries are created in Fortnox immediately.
The export Expenses September 2026: 1 expense, SEK 125.50. The export destination Fortnox appears in the upper-right corner.
ALWAYS CHECK
The number of expenses in the export should equal the number of new journal entries in Fortnox.
18. The journal entry in Fortnox
Open Accounting → Journal entries in Fortnox.
Journal entry X1 in the EuroBonus Business series. The description is the merchant, and the image icon shows that the receipt is attached.
5831 debit 112.05 (expense), 2640 debit 13.45 (input VAT), 2890 credit 125.50 (balance-sheet account). Difference 0.00. The CC and PR columns show cost center 200 and project 1001 on the expense line (Part C).
19. The receipt as an attachment
Open the image panel on the right side of the journal entry to view the receipt.
Linked images displays the receipt next to the posting. Multiple attachments are merged into one PDF. (The receipt shown is test data.)
| Field in Fortnox | Comes from EuroBonus Business |
| Description | Expense merchant |
| Journal series | The series selected when connecting |
| Posting date | Expense transaction date |
| Account (debit) | Category’s expense account (net) and category’s VAT code (VAT) |
| Account (credit) | Employee account or balance-sheet account (gross) |
| CC / PR | The expense’s cost codes in the Cost center and Project groups, on the expense line (Part C) |
| Transaction information | Expense ID followed by the currency and purchase amount |
| Attachment | Expense receipt(s) |
20. Correct an export
Journal entries in Fortnox are final. An exported journal entry is never changed or deleted. Corrections are made using an adjustment journal entry in Fortnox.
If the expense needs to be reposted, select it on the Exported tab and click Reopen. The expense moves back to Ready for posting.
The portal warns about duplicate posting when an exported expense is reopened.
DUPLICATE POSTING
Reopening an expense does not reverse the journal entry in Fortnox. Reverse the old journal entry using an adjustment journal entry before exporting again; otherwise, the expense will be posted twice.
Part C — Cost centers and projects
21. How cost centers and projects work
Cost centers and projects allow you to track expenses by department and project in Fortnox. The employee or administrator selects the codes on the expense in the portal, and they are posted on the expense line of the journal entry in Fortnox’s CC and PR columns. The VAT line and offsetting account receive no codes.
How it fits together:
- In Fortnox: support is enabled and the codes exist in the Cost centers and Projects registers.
- In EuroBonus Business: two cost code groups named exactly Cost center and Project, where each code’s ID is the same as the code in Fortnox.
- On the expense: one code per group. Split expenses can have separate codes for each part.
| Example in this guide | Cost center | Project |
| Codes | 100 Management · 200 Sales · 300 Marketing · 400 Customer service · 500 IT | 1001 Customer event Stockholm 2026 · 1002 Trade show Gothenburg 2026 · 1003 New CRM system |
| Coffee Bar Stockholm | 200 Sales | 1001 Customer event Stockholm 2026 |
OPTIONAL
You do not have to use cost centers or projects. Expenses without codes are exported as usual. If support is disabled in Fortnox, the expense is still exported, but without the codes.
22. Enable support in Fortnox
Go to Settings → Accounting → Cost centers, set Enable cost center support to YES, and click Save.
Enable cost center support: YES.
Do the same for projects under Settings → Accounting → Projects: set Enable project accounting support to YES and click Save.
Enable project accounting support: YES.
23. Create the cost centers in Fortnox
Go to Register → Cost centers and click Create cost center. Enter Code and Name, then click Save. The code can be no more than 6 characters.
Cost center 200 Sales with a note.
The register with the five cost centers 100–500.
24. Create the projects in Fortnox
Go to Register → Projects and click Create project. Enter Project no., Name, and Start date, then click Save.
Project 1001 Customer event Stockholm 2026 with start date 2026-01-01.
The register with the three projects 1001–1003.
START DATE
Fortnox suggests today’s date as the start date. A project can only be posted from its start date, so set it to no later than the oldest expense date you will export, for example the first day of the year.
25. Upload the cost codes to EuroBonus Business
Go to Settings → Cost codes and click Upload cost codes. Click Download Excel template here and complete the Add data tab: one group per pair of columns, with the group name at the top and the codes below.
| Field in the template | Enter |
| Code group (name) | Exactly Cost center and Project, respectively. The name links the group to Fortnox. |
| ID | The code from Fortnox, for example 200 or 1001. Must match character for character. |
| Name | The name employees see, for example Sales. |
THE NAMES DETERMINE THE RESULT
Only groups named Cost center (or Costcentre) and Project are posted in Fortnox. Uppercase and lowercase letters do not matter. A completed example is included in the file cost_codes_example.xlsx.
If the company already has cost codes, select the Overwrite existing cost codes tab; otherwise, select Add cost codes, and drag in the file.
The Overwrite existing cost codes tab with the link to the Excel template. The upload replaces all existing cost codes, both active and inactive.
26. The cost codes in the portal
The portal checks the file before saving it. Click Save selections when all codes are approved.
The file has been checked: All 8 cost codes in your file are ready to upload.
After uploading, the groups Cost center and Project appear under Settings → Cost codes.
The same codes as in Fortnox: cost centers 100–500 and projects 1001–1003.
27. Select cost codes on the expense
Open the expense and click Add cost code(s). Select one code per group and click Save selections.
Cost center 200 Sales and project 1001 Customer event Stockholm 2026.
The expense displays the selected codes under Cost code(s). They can be changed with Change until export.
28. How cost centers and projects are posted
When the expense is exported, the expense line receives the cost center and project. The journal entry is shown in section 18.
| Account | Debit | Credit | CC | PR |
| 5831 Food and lodging in Sweden | 112.05 | 200 | 1001 | |
| 2640 Input VAT | 13.45 | |||
| 2890 Balance-sheet account | 125.50 |
| Situation | What happens |
| The expense has no cost codes | The journal entry is posted without CC and PR. |
| Cost center or project support is disabled in Fortnox | The journal entry is posted without that particular code. Enable support (section 22) so the code is included in the next export. |
| The code does not exist in Fortnox, is longer than 6 characters, or the project has not started | The expense export fails. Correct the code or project in Fortnox and export again (see Troubleshooting). |
TIP
Under Register → Chart of accounts → account → Additional information, Fortnox controls for each account whether cost center and project are Allowed, Required, or Not allowed. Leave expense accounts set to Allowed.
Frequently asked questions
| Question | Answer |
| Are expenses posted automatically? | No. Journal entries are created only when you perform an export yourself. |
| How is VAT handled? | Deductible Swedish VAT is posted to the category’s VAT code. Foreign purchases, purchases without VAT, and personal purchases are posted gross. |
| Where do we configure VAT? | In the portal: the VAT code per category. In Fortnox: the VAT account in the chart of accounts with the correct VAT box. |
| What happens to expenses in another currency? | The journal entry is posted in SEK. The original currency and original amount appear in the transaction information. |
| How do we know which expense a journal entry comes from? | The transaction information contains the expense ID. |
| Can we post cost centers and projects? | Yes. Set up the codes in Fortnox and as the Cost center and Project cost code groups in the portal, then select them on the expenses (Part C). |
| Do we need to reconnect to use cost centers and projects? | No. The codes are also posted for integrations that were connected previously. |