ZATCA e-invoicing for your store: QR invoices and Fatoora

If your business is registered for VAT in Saudi Arabia, every sale needs an electronic tax invoice that meets the requirements of ZATCA, the Zakat, Tax and Customs Authority. On Tansik these invoices come from your store with every order, without copying order details into another program by hand. Here is exactly what Tansik does, and what stays with you.

A simplified tax invoice for every paid order

In the store settings, turn on "ZATCA tax invoices" and enter:

• The seller's legal name and address.
• The VAT number: 15 digits starting and ending with 3, and Tansik checks its format.
• The CR number, if you want it shown.

From then on every order gets a simplified tax invoice the moment it is paid, with a sequential number such as INV-000001 that never repeats or skips. The invoice carries the seller's details as they were when it was issued, the order lines, discount, shipping and any cash-on-delivery fee, the VAT and total, and the QR code ZATCA asks for: seller name, VAT number, invoice time, total and VAT.

The customer finds the invoice on their order page and in the order email and can print it; you find it on the order in your dashboard.

Refunds: an automatic credit note

When you refund an order that has an invoice, in full or in part, a credit note is issued with its own numbering (such as CN-000001), pointing to the original invoice, with the refund amount and its VAT. So you don't issue a note by hand for each refund.

Phase 2: connecting to Fatoora

Phase 2 of e-invoicing means each invoice is digitally signed and reported to ZATCA. On Tansik you connect your store to the Fatoora platform directly:

1. Sign in to the Fatoora portal and request a one-time code (OTP) to onboard a new solution unit. It has 6 digits and is valid for one hour.
2. Enter the branch details: name, location, industry, street, building number, district, city and postal code.
3. Try it first on the sandbox, then on the simulation environment if you like, then connect in production.

Tansik handles the onboarding steps: creating the signing key, requesting the certificate, passing the compliance checks on sample invoices and notes, then the production certificate. From then on every invoice and credit note is signed in sequence and reported automatically, within 24 hours.

The settings show each document's status: waiting to be reported, reported, reported with warnings, rejected, or ZATCA unreachable and being retried. They also show when the certificate expires, and you can connect again with a new certificate whenever you need to.

Setting up taxes in your store

A correct invoice starts with correct settings:

• Prices with or without VAT: turn off "Prices include taxes" and VAT is added at checkout.
• The VAT rate, 15% by default.
• Other taxes such as a municipality fee or excise tax, with a default for all products or one chosen per product.
• Tax-free products with no tax at all.
• Gift cards carry no VAT when sold; it is charged when the card is spent on an order.

Your books in Daftra, Qoyod or Wafeq

If you keep your accounts in accounting software, connect one of the three with your own account through the e-invoicing and accounting page. Every order you confirm then becomes an invoice there, with its customer, payment, shipping and VAT; a refund becomes a credit note, and a cancellation deletes the invoice or reverses it with a credit note. The store can also take its stock from your accounting software every 15 minutes.

If your accounting software already issues your ZATCA invoices, leave Tansik's tax invoices off so the same order doesn't get two invoices.

What stays with you

Tansik issues and reports the simplified invoices, but your business's tax responsibilities stay with you: registering for VAT, checking when you are required to connect to Fatoora, keeping the seller and branch details right, and dealing with any invoice ZATCA rejects. If your sales need invoice types other than simplified ones, review them with your accountant.

Get started

Open the store settings, then "ZATCA tax invoices", enter the seller's details, and try phase 2 on the sandbox before production. If you don't have a store yet, start with how to open an online store in Saudi Arabia, or see solutions for online stores.

Questions