E-invoicing: common questions

Which branches send e-invoices?

Branches in Saudi Arabia that have e-invoicing switched on (E-invoicing on in Settings → E-invoicing (ZATCA)). A Saudi branch starts with it off, and it turns on by itself when the branch's production device is ready. Invoices issued while it is off are not e-invoices: they have no ZATCA status and are never sent later. Branches in other countries list under Other branches and never send anything to ZATCA.

Do I have to do anything when I issue an invoice?

No. Issuing an invoice, credit note or debit note at a Saudi branch with e-invoicing on signs it and sends it to ZATCA by itself. The payment means ZATCA needs is set from the payment method when the invoice is created. You only act when the chip shows ZATCA: Rejected, ZATCA: Not sent, or ZATCA: Pending for too long.

How fast does ZATCA answer?

A standard (B2B) document is sent the moment you issue it and is usually ZATCA: Cleared within seconds. A simplified (B2C) document is reported in the background, normally within minutes, and always within the 24 hours ZATCA allows.

Can I give a tax invoice to the company before ZATCA clears it?

No. Until it is cleared, the print says Not yet cleared by ZATCA: not to be given to the buyer as a tax invoice. and has no QR code. A simplified invoice can be given at once.

What happens if ZATCA is down?

The document waits as ZATCA: Pending and the system retries by itself, with longer gaps each time (up to 6 hours), for about a day and a half. You can press Send now at any time. If you see the e-invoice stuck as pending, follow E-invoice rejected, not sent or stuck: fixes.

What does "Accepted, warnings" mean?

ZATCA accepted the document but noted something to improve. The document is valid (its QR code prints as usual), and the lists show ZATCA: Accepted, warnings. Read the warnings in the details panel and fix the data for the next documents.

How many devices does a branch need?

Usually one. A device is one unbroken sequence of signed documents. Add a second one only if the branch issues documents from separate sequences.

We tested with the sandbox. What do we do when we go live?

Add a new device with the Production environment and onboard it with an OTP from the real Fatoora portal. As soon as it is ready, it signs every new document (production signs before simulation, and simulation before sandbox), it shows Signs now, and e-invoicing of the branch turns on by itself if it was waiting. You may revoke the test device with Revoke when you no longer need it. Documents the test device already signed stay test documents.

When do I renew the certificate?

When the device shows Renew soon (30 days before expiry by default), or when a task Renew the e-invoicing certificate of … appears. Get a new OTP in the Fatoora portal ("Renew existing cryptographic stamp identifier") and press Renew certificate. The counter and the chain continue as before.

Can I download the e-invoice files?

Yes. Press the ZATCA chip on the invoice. Signed XML downloads the document as the system signed it. Cleared XML (legal copy) downloads the copy ZATCA returned for a cleared standard document; keep it as the legal record.

In which language are ZATCA's messages?

In English or Arabic, as chosen under Document options → Language of ZATCA's messages for the branch. The system's own check messages follow your screen language.

The ZATCA answer says "(clearance off)". Is that a problem?

No. ZATCA sometimes switches clearance off. The system then reports the standard document instead, and it shows ZATCA: Reported.

Which payment means does an e-invoice show?

One of the codes ZATCA allows, chosen from how the booking was paid when the invoice is created: 10 cash, 30 bank transfer, 42 payment to a bank account, 48 card, or 1 (not defined). Cheque, customer credit, loyalty points and any other method are written as 1. Branches without e-invoicing keep the usual codes (for example 20 for a cheque).

What if the customer's address has no country?

The e-invoice writes the branch's country for the buyer. A tax invoice (B2B) needs a real country, so it cannot be issued until you choose the Country in the customer's address.