How to Create an Electronic Invoice in Saudi Arabia from Your Phone

Running a shop or a branch in Saudi Arabia means juggling inventory, sales, and the new ZATCA e‑invoicing requirements. If you’ve struggled to keep up with paper forms or desktop software, you’re not alone. This guide shows you how to create an electronic invoice in Saudi Arabia using only your phone, so you can issue invoices, send them via WhatsApp, and keep everything stored electronically.

What information should you prepare before creating an invoice?

Before you open your invoicing app, gather the following data. Having it ready reduces errors and speeds up the process.

• Seller details: Company name, tax registration number, commercial registration, and official address.
• Customer details: Full name or company name, tax ID (if applicable), and contact number.
• Product or service list: SKU, description, unit price, quantity, and applicable tax rate.
• Payment terms: Cash, card, or credit, and due date if not immediate.
• Additional notes: Discounts, promotional codes, or special instructions.

Adding the customer, products, services, and tax details

Most e‑invoicing apps, including E‑Fatorah, follow a similar flow. Here’s how to fill each section on a mobile interface.

1. Open the app and tap New Invoice.
2. Enter the seller’s information automatically if the profile is saved.
3. Tap Customer and either select an existing contact or add a new one. If the customer has a tax ID, the app will validate it against ZATCA’s database.
4. In the Items section, add each product or service. The app calculates VAT (15% for most goods) automatically; for exempt items, toggle the exemption flag.
5. Review the Tax Summary to ensure the total matches the expected amount. If you’re issuing a Saudi tax invoice, the system will display the required fields: invoice number, issue date, and tax type.

Checking totals, payment method, and invoice data

Before finalizing, double‑check the following.

• Subtotal: Sum of all line items before tax.
• VAT: Calculated automatically; confirm the rate matches the product category.
• Grand total: Subtotal plus VAT.
• Payment method: Select cash, card, or online transfer. If card, the app may prompt for a card number or QR code.
• Invoice ID: The system generates a unique number; verify it follows the format SA-INV-YYYYMMDD-XXXX.
• Issue date: Should be the current date; if you’re back‑dating, ensure it’s within the permissible window.

Issuing, sending, and storing the electronic invoice

Once the data looks good, you can issue the invoice. The app will automatically register it with ZATCA and return a QR code.

1. Tap Issue Invoice. The system validates the data and uploads it to the ZATCA portal.
2. After approval, you’ll see a QR code and a PDF preview. Save the PDF to your device or cloud storage.
3. To send an invoice by WhatsApp, tap the share icon, choose WhatsApp, and select the customer’s contact. The PDF and QR code attach automatically.
4. For email, use the built‑in mailer or export the PDF and attach it manually.
5. All issued invoices are stored in the app’s cloud. You can search by date, customer, or invoice number at any time.

Handling corrections or cancellations in the system

Mistakes happen. ZATCA allows you to cancel or correct invoices, but the process must be followed carefully.

• Correction (Amendment): Open the invoice, tap Edit, adjust the line items, and resubmit. The system will generate a new invoice number and link it to the original.
• Cancellation: If the invoice is void, tap Cancel. Provide a reason (e.g., duplicate, customer request). The app will send a cancellation notice to ZATCA and mark the invoice as void.
• Both actions update the cloud record and notify any connected accounting software.
• Keep a log of all cancellations for audit purposes. The app offers a printable report.

Creating invoices faster with E‑Fatorah

While you can create invoices manually on any app, E‑Fatorah offers features that shave minutes off each transaction.

• Barcode scanning: Scan product barcodes to auto‑populate item details.
• Bulk import: Upload a CSV of items for large orders.
• Template library: Save recurring invoice layouts for quick reuse.
• WhatsApp integration: Send invoices with a single tap, no manual attachment.
• Real‑time sync: All invoices sync instantly with ZATCA, reducing back‑office delays.

By leveraging these tools, you can issue an invoice in under a minute, keep your records compliant, and free up time for customer service.

Ready to streamline your invoicing? Sign up for a free trial of E‑Fatorah today and experience the difference.