Corporate insurance invoices

How can I update my company’s address?

The easiest way to report the change of a postal or visiting address is by signing into the op.fi service.

Unfortunately, we do not receive notices of changes to companies’ postal and visiting addresses from the Business Information System or Posti. Corporate customers should inform us when they change addresses.

Someone else’s post has been sent to our address by mistake. What should we do?

If the post is not addressed to you or your company, you can write ‘delivered to the wrong address’ on the envelope and put it in your local postbox. Do not open it.

Posti will deliver the unopened envelope to the correct address or return it to the sender in order to identify the new address.

How can I order e-invoices for my company’s insurance policies?

Send your company’s e-invoice information by email to verkkolasku@pohjola.fi.

Your company’s details will be automatically updated within approximately a week from the notification to show that you have opted for the e-invoice option, so you may receive your latest invoice by post. After this, your invoices will be sent as e-invoices.

What does the invoice look like?

(Invoice example in Finnish only.)

I have an invoice for Pohjola Insurance. Where should I send it?

Where can I get a copy of a lost invoice?

Log into the op.fi service and print out a copy of the invoice from the insurance details or send us a message in the ‘Customer Service’ section. You can also call our Customer Service number: 0303 0303.

How can I get more payment time for my company’s insurance invoice?

Log into the op.fi service and send us a message in the ‘Customer Service’ section before the due date of your invoice. Include in your message the agreement code, invoiced amount and original due date of your insurance as well as the new due date. We will contact you as soon as possible.

What happens if my company is unable to pay the insurance premium?

We will send a payment reminder for an unpaid invoice 14 days after the due date.

When it comes to voluntary insurance policies, we will send a termination notice if the payment reminder has not been paid in time. The notice includes the last date for paying the invoice, after which the unpaid insurance will be terminated. After the insurance has been terminated, we will send the final invoice for the validity period of the insurance.

Statutory insurance policies (occupational accident and occupational disease insurance as well as motor liability insurance) are not terminated when they remain unpaid. Instead, they are transferred to debt collection.

Why does the invoice include penalty interest and reminder charges?

If you paid your company’s previous insurance invoice after the due date, the next invoice will include penalty interest for the period between the due date and the payment date.

Payment reminders also incur charges. If they have not been paid in connection with the invoice, they will be transferred to the next invoice. The invoice states the previous invoice from which the fees were incurred.

What should I do when the invoice has been transferred to a debt collection agency or enforcement?

If your insurance invoice has been transferred for collection with good reason – meaning you did not pay the invoice by the deadline – you can contact the debt collection agency or enforcement office to agree on payment.

Can I pay my insurance premiums in several instalments?

You can pay your company’s insurance premiums in one instalment or divide them into 2, 3, 4, 6 or 12 instalments. If you would like to pay your insurance premiums in 12 instalments, your company must have an e-invoice agreement.

If you want to change the instalment amounts, log into the op.fi service and send a message in the ‘Customer Service’ section prior to the due date of the next invoice. The message should include the insurance contract number as well as the amount you would like to play in each instalment.

Can I pay my company’s insurance premiums using my OP bonus?

OP bonuses are for private customers, so they cannot be used to pay a company’s insurance premiums.

OP bonus is a benefit for the owner-customers of the OP cooperative banks of OP Financial Group. They are gained from using the eligible banking, asset management and/or insurance services.

Do you need more time to pay your insurance bill?

Get in touch with your Pohjola Insurance contact person or message us by logging in to op.fi.

In your message, include the insurance contract code, invoiced amount and original due date and give your suggestion for the new due date.

If I have paid the final invoice of a terminated insurance policy, is the insurance policy valid?

Insurance policies are not automatically reinstated when you pay the final invoice.

Please contact our Customer Service on 0303 0303 or talk to your Pohjola Insurance contact person to ensure that your insurance cover is valid.

Should I pay the previous invoice if I have terminated my company’s insurance policy?

If you have terminated your insurance policy, we will send you a replacement invoice with the updated information. There is no need to pay the previous invoice.

Please note that you cannot terminate an insurance policy over the phone. We always require a written termination notice submitted by a message sent via op.fi or by post.

Which invoice should I pay if I receive several similar invoices for one insurance policy?

If any changes occur in the insurance contract, we will send you an amended invoice.

Changes to insurance contracts may include changes to the coverage, adding a new policy, or changing the amount of instalments.

The amended invoice explains that it replaces an earlier invoice in the same invoicing period. Pay the latest invoice with this information.

Please note that your company may receive several invoices with the same or similar due dates as a result of the change. This is because amended invoices have a new due date, so the invoice for the following invoicing period may be included in the same invoice.

Can I pay insurance premiums for the workers’ compensation insurance in several instalments?

You can pay your company’s insurance premiums in one instalment or divide them into 2, 3, 4, 6 or 12 instalments.

If you want to change the number of instalments, log in to the op.fi service and send us a message through the website from Insurance > Personal > Select insurance product > New message. Mention the insurance contract number, as well as the amount you would like to pay in each instalment in your message. The change in instalments will enter into force at the start of the insurance period at the latest.

I want to make changes to the payroll estimate in the workers’ compensation insurance. What should I do?

If you want to change the payroll estimate in the workers' compensation insurance, log in to the op.fi service and notify us of the new sum by selecting Insurance > Personal > Pohjola Occupational Accidents and Diseases Insurance > Report payroll estimates. You can report the company’s total salary amount. 

If you want to report salaries per each job title, log in to the op.fi service and send us a message through the website under Insurance > Personal > Pohjola Occupational Accidents and Diseases Insurance > New message, or call our Customer Service at 0100 5335.

If you want to make changes after we have sent you an invoice for the insurance, your changes will not show in the invoice in question. You can pay the invoice by its due date as usual. Depending on the change, we will send you an additional invoice, include the changes in future payment instalments or return an excess payment.

Do I need to pay the EUR 14 motor liability insurance invoice, even though I terminated the policy directly after getting it?

The minimum premium for motor liability insurance is EUR 14. This insurance premium covers costs such as the insurance premium tax, and it is charged for the period of validity of the insurance in every case.

Was the insurance of a sold vehicle not terminated because I still received an invoice for it?

The change of owner was probably not reported to us by Traficom, and the invoice was sent for that reason. Please let us know when you sold the vehicle, and we will verify the sale with Traficom and terminate the insurance policy accordingly, if the matter concerns a registered vehicle. Log into the op.fi service and send us a message in the ‘Customer Service’ section or call our customer service on 0303 0303.

If it is a question of an unregistered vehicle or a working machine, send us a written termination request via the op.fi service or by post.

Do I need to pay the payment reminder even though I paid the original invoice?

It takes a few banking days to register a payment, as a result of which the payment reminder was sent before the payment reached our account.

Check that the payment had the correct reference number and account number.

If you paid the original invoice with the correct information before the reminder was sent, the reminder is invalid.

If the payment was made with an incorrect reference number, it will not be allocated to the correct insurance policy and a payment reminder is sent for the outstanding invoice. If you paid the invoice using a wrong reference and the money has not been returned to your company’s account in a few days, contact our Customer Service on 0303 0303. Have the payment information ready before calling, and we will look into the status of the payment.

An invoice is incorrect or it includes the wrong insurance policy or I have another complaint. What should I do?

Please always get in touch with us if you notice mistakes in your insurance details or invoices.

Log into the op.fi service and send us a message in the ‘Customer Service’ section. Your message should make a reference to the insurance policy and the incorrect information. You can also call our Customer Service number: 0303 0303.

Will I receive a credit note if changes are made to my insurance?

As a rule, we do not send credit notes. Your company will receive an amended or new invoice which will replace the previous invoice. If the invoice replaces a previous invoice, it includes a note of this.

How can I receive the money directly to my account if my company has received a money order?

If we do not have your company’s bank account, we will send a money order for the arriving transfer to the nearest OP cooperative bank branch.

You can tell us your company’s account number by logging into the op.fi service and sending us a message in the ‘Customer Service’ section. You can also call our Customer Service number: 0303 0303.

Once we have received the account information, you will see the payment within approximately a week from the last pick-up date stated on the money order.

My company received a notification of the refund of an insurance premium. Why has the payment not reached my account?

The refund may have been used on an outstanding or new invoice. It may also be that we do not have your company’s account number or that the number we have is incorrect, in which case you will receive a money order for the payment at your nearest OP cooperative bank branch.

If the payment was used on your company’s outstanding invoice, we will send you an itemisation of how the payment was used.

If you would like to get further information about the refund, you can contact us by logging into the op.fi service and sending us a message in the ‘Customer Service’ section. You can also call our Customer Service number: 0303 0303.

Why did I get a new invoice, part of which is shown as paid?

If an invoice has not been paid by the due date and you have paid too much on another insurance premium, we will transfer the extra payment to an outstanding invoice. Another option is that compensation has been paid for a loss suffered by your company, which has been transferred to an outstanding invoice.

If money from another insurance policy or compensation has been offset against an invoice, we will send a new invoice showing the transferred amount as a partial payment. We will also send a separate itemisation stating the transferred amount and the invoice to which it was allocated.

A consolidated invoice includes multiple rows for the same vehicle and its insurance covers. Why?

A consolidated invoice shows each cover for each vehicle on a separate row. If a certain cover has been changed in a way that affects the annual premium, the change may be shown on a separate row on the consolidated invoice. A consolidated invoice is an agreement that incorporates individual vehicle invoices into a single consolidated invoice. Therefore, a consolidated invoice has a separate row for each individual invoice.

When do I receive refunds for additional insurance premiums and how do insurance premium refunds work?

An insurance premium refund is created when you have paid more than the annual premium for an insurance contract during the insurance period. If there remains a sum to be debited for an insurance contract, no refunds will be paid.

Example 1. Your consolidated invoice includes five instalments. The insurance premium for your vehicle cover is EUR 500 for the insurance period. You have paid for the first instalment of the consolidated invoice for the insurance period, for which you were debited EUR 100 for the cover (EUR 500 ÷ 5). You sell this vehicle and the total buy value for the insurance period is EUR 200. The remaining sum of EUR 100 to be debited (EUR 200 - EUR 100) is invoiced in the remaining four instalments of the insurance period. Therefore, you are debited EUR 25 in each following instalment (EUR 100 ÷ 4) for the insurance period.

Example 2. Your consolidated invoice includes a single instalment and you have already paid the premium, which means that the fees for your vehicles have been paid for the entire insurance period. The insurance premium for your vehicle cover is EUR 500. You sell the vehicle, and the remaining sum to be debited for the cover is EUR 440. Therefore, you are refunded EUR 60 (EUR 500 - EUR 440). As you have paid EUR 500 for the cover on the consolidated invoice, you are refunded EUR 60. The refund can also be used to pay for another open insurance premium sent to your company.

Example 3. Your consolidated invoice includes two instalments. The annual insurance premium for your vehicle cover is EUR 500 and you have paid half, i.e., EUR 250 for it in the first instalment. You then take your vehicle off the road and are refunded EUR 300, and the remaining total buy value of the cover for the insurance period is EUR 200. As you have already paid EUR 250 for the cover, you are refunded EUR 50 (EUR 250 minus EUR 200). The refund can also be used to pay for another open insurance premium sent to your company.

Example 4. Your consolidated invoice includes one instalment. The annual premium of EUR 500 for your vehicle’s cover and the fee shown on the consolidated invoice is therefore EUR 500. After the consolidated invoice is created, you sell your vehicle and the remaining total buy value for the insurance period is EUR 200. When you pay the consolidated invoice, you are refunded the additional part of the premium, which is EUR 300 (EUR 500 minus EUR 200). The refund can also be used to pay for another open insurance premium sent to your company.

Do insurance premium refunds involve credit notes?

Credit notes are not created for vehicle insurance premiums for corporate customers.

I have an open invoice, which includes an insurance premium for vehicles that are no longer in use by our company. How should I proceed? Will you send me an updated invoice?

Updated invoices are not created for consolidated invoices. Rather, the consolidated invoice debits for the vehicles as according to when the invoice was created. While the insurance policies for the vehicles may no longer be in force, there may still be a sum remaining to be debited for them. The invoice should be paid as such, and if you are debited more than what is open for an insurance contract, the excess sum is refunded. A motor vehicle insurance policy that has ended during the insurance period is shown on the consolidated invoice until the end of the insurance period.

Will I receive updated invoices during the insurance period?

Updated invoices are not sent during an insurance period, as all invoices for the insurance period are included in the consolidated invoice.

Why am I receiving separate invoices that were not included in the consolidated invoice despite the agreement that such invoices would not be sent?

A consolidated invoice only applies to the ongoing insurance period, so your separate invoice probably concerns a previous insurance period. If you are uncertain about something, always contact our customer service.

How do I know the number of yearly instalments I will receive?

The number of instalments debited is shown on the invoice header. You can receive a consolidated invoice in one to six instalments, and a debit note can be created at the end of the insurance period in addition to the actual instalments. 

Why and when will I receive a debit note?

If your company is debited for motor vehicle insurance policies for the insurance period after the last actual instalment, the sum is debited through a debit note, which is sent to you immediately after the end of the insurance period.

Example 1. Your consolidated invoice includes four instalments. You have already paid the last instalment, but you purchase another vehicle at the end of the insurance period, the insurance policies of which you are debited EUR 100 for the final days of the insurance period. You will receive a debit note of EUR 100 at the end of the insurance period.

Example 2. Your consolidated invoice includes four instalments and you have already paid the final instalment. One of your vehicles has been taken off the road for the duration of the entire insurance period. Therefore, you have paid the minimum fee of EUR 14 for the insurance period in the instalments. After the last instalment has been created, you bring the vehicle back into use, which means that the insurance premium for the days of use is EUR 300. You have already paid the minimum fee of EUR 14 for the insurance period, and you are sent a debit note of EUR 286 (EUR 300 minus EUR 14) at the end of the insurance period.

Example 3. Your consolidated invoice includes one instalment and you have already paid the instalment. You purchase five additional vehicles during the insurance period, and their covers accrue a sum total of EUR 5,000. You also bring back into use one of your vehicles that has been off the road, and you are debited EUR 500 for the insurance covers for the days of use. You will receive a debit note of EUR 5,500 (EUR 5,000 plus EUR 500) at the end of the insurance period.

How are the fees for the vehicles included on the consolidated invoice calculated, when the sums are on the right, left, and in parentheses?

The premium for the period states the insurance premium for the cover for the specific insurance period. This is shown on the heading row for the cover.
Open during the period states the open debt sum for the insurance period of the cover at the time when the invoice was created.
Paid states the sum paid for the cover for the insurance period by the time when the invoice was created.

The right side shows the sum debited by the specific invoice for the cover.

Any refunds applied to the cover are shown on a separate Refund row.

Are insurance premium refunds shown on the consolidated invoice?

Insurance premium refunds are not shown on the consolidated invoice. The consolidated invoice shows only the fees and refunds.