E-invoicing

E-invoicing issues tax invoices to your tenants and sends them to the Zakat, Tax and Customs Authority (ZATCA) through its FATOORA platform, together with credit notes and debit notes. The system prepares each draft from the contract's payment schedule, you review it, then you issue it. Nothing is issued automatically: every invoice is issued by a person.

Who needs it

E-invoicing follows VAT registration. A VAT-registered seller must issue tax invoices; a seller that is not registered does not need this.

Even a registered seller does not need a tax invoice for everything it collects:

Turning it on

E-invoicing is off until a workspace admin turns it on under Settings → Configuration → Modules. It is available on the Starter and Professional plans and during the free trial. On the Free and Solo plans the switch shows a lock and an upgrade link instead.

If the switch reads Not available yet instead, e-invoicing is not offered yet: no upgrade or setting turns it on, and the switch appears once it is.

Once it is on, this is the order to get started:

1. Add a seller and assign its properties.
2. Connect it to ZATCA.
3. Design its invoice. This step is optional.
4. Issue your first invoice.

In a workspace with properties, the workspace admin sees these steps under Settings → E-invoicing and on the Tax invoices page while it is empty: a seller with complete details, its properties assigned, then connected to FATOORA. They disappear once all three are done. The e-invoicing tile under Modules shows a Set up a seller link until your business has a seller with complete details.

If you do not manage properties: when you sign up on the web, tick I only need tax invoices and books after the "just me or a team" question. We switch on e-invoicing and accounting and start you on the tax invoices page, which is also where every later sign-in opens while the workspace has no properties, and where a guide lists the steps in order: add your business as the seller, connect it to production in FATOORA with one OTP, issue your first invoice, then start and open the books. The simulation environment is an optional practice run; you do not need it before production. While the workspace has no properties, the sidebar hides contracts, payments, arrears and the like, and they come back when you add your first property. The phone app does not offer this choice, and it does not appear while e-invoicing or accounting is not available yet.

Add a seller

The seller is whoever the invoice is issued in the name of, and each seller is one VAT registration. It can be your own company or establishment, yourself as an owner registered for VAT in your own name, or a property owner you invoice for, and a workspace can have several sellers.

Add one under Settings → E-invoicing and enter:

• Seller type: Company or establishment, or Individual for an owner registered for VAT in their own name, with no commercial registration.
• Name in Arabic, as registered with ZATCA: the legal name of a company or establishment, or an individual's full name. It is required because Arabic is the legally conclusive language on a tax invoice. The English name is optional.
• VAT number: 15 digits, starting and ending with 3.
• ID: the commercial registration or another official ID for a company or establishment; the national ID or iqama number for an individual.
• National Address: building number (4 digits), street, district, city, postal code (5 digits), and the additional number if there is one.
• Invoicing start date, which is optional: installments due before it are left out of the Due for invoicing list.
• Business activity, which is optional: it is written into ZATCA's certificate request when you connect, and left empty it says Real estate. A change applies from the next connection.

Assigning properties. Each property belongs to exactly one seller. Open the seller under Settings → E-invoicing, then Properties, and choose the properties whose invoices are issued in its name. Your business's seller has an Assign all unassigned properties button that ticks every property no seller has yet; nothing is saved until you select Save properties.

Once the books have started in Accounting, Property owner is disabled when you add a seller, with the reason beside it, because the books keep only the workspace's own money. A new seller for your business takes its VAT number from your VAT registration in Accounting when the business is registered, and you can change it.

Issuing on behalf of an owner

If you are a management office issuing invoices for a property owner, open the owner's seller and tick We issue invoices on behalf of this seller. The invoice then shows only the owner's details and states that it was issued by a third party on their behalf.

When the workspace belongs to the owner and its seller is the owner's company, the choice on that seller reads We are a management office issuing in this company's name, and appears once you select its question, unless it is already ticked.

ZATCA requires both the owner and the office to notify it of this arrangement before third-party invoicing starts, and ZATCA must not have refused it: if it refuses, invoices may not be issued on the owner's behalf. So the system asks a workspace admin to tick a confirmation that this was done and not refused, and refuses to issue until it is ticked.

Do not put your office's logo, contact details or bank account in the owner's invoice design: the invoice carries none of the third party's details. That is why the workspace logo is never copied onto a seller invoiced on its behalf.

An owner's seller issues invoices only on the owner's behalf: until this is ticked and the notification confirmed, the system refuses tax invoices and debit notes in its name. A note, credit or debit, follows its invoice in this: a debit note on an invoice that was not issued on the owner's behalf is refused, and that invoice is corrected with a credit note, then a new invoice. A credit note on an invoice already issued in its name stays available.

Connect to ZATCA

Each seller is connected to ZATCA once, before it issues anything. For that you need a one-time code (OTP) that the seller, the taxpayer, generates in their own FATOORA account.

1. The taxpayer signs in to the FATOORA portal (fatoora.zatca.gov.sa) with their ZATCA account and generates a code. It is 6 digits and valid for one hour.
2. Open the seller under Settings → E-invoicing and press Connect to ZATCA.
3. Choose the environment, paste the code, and confirm.

The system then creates a signing key, gets a certificate from ZATCA, passes ZATCA's compliance checks, and receives the certificate invoices are issued with. All of this happens in one step that usually takes a few seconds. If the connection fails, nothing of it is kept: get a new code and try again.

The signing key never leaves the server, and nobody can download it.

The connection's certificate has an end date, shown next to the connection on the seller's page, and the Tax invoices page warns workspace admins 30 days before it. Once it has ended, the seller cannot issue invoices until you connect it again with a new code from FATOORA, because ZATCA refuses an invoice signed with an expired certificate.

Environments:

• Simulation: ZATCA's simulation portal, for a full dry run with no legal effect. Its code is generated in the simulation portal inside FATOORA, not the live one.
• Production: where legal tax invoices are issued.
• Test mode: some servers offer this instead of the above. It uses ZATCA's public developer sandbox and has no legal effect.

Documents issued in Simulation or Test mode are clearly marked as not tax invoices, and their numbers start with SIM- or TST-.

Design your invoice

Open the seller under Settings → E-invoicing, then Invoice design. You can set:

• Logo: the seller's own, or copy the workspace logo.
• Invoice colour.
• Language: "Arabic" or "Arabic and English". Arabic is always included, and English alone is not allowed because Arabic is the legally conclusive language.
• Payment details: bank, IBAN and account name.
• Contact details.
• Footer note, in Arabic and English.
• Contract number: show or hide it.

While you edit, the preview shows the invoice as it will be issued. Changing the design never changes an invoice already issued.

Invoices due

VAT on a rent installment becomes due on the earliest of these dates: the installment's due date, the date it was paid, or the invoice date. So if a tenant pays ahead of the due date, the VAT is due on the day they paid.

The Due for invoicing list on the Tax invoices page shows the installments whose VAT is now due and that have no invoice yet, with the legal deadline for each:

• Tax invoice: by the 15th of the following month.
• Simplified tax invoice: the same day.

When the list is empty because some properties have no seller, or their seller is not connected to ZATCA yet, the workspace admin sees how many and a link to settings, and everyone else sees a neutral note rather than an all-clear.

Installments due before the seller's invoicing start date are not listed. You can still invoice one from the contract, and the system warns you that it falls before the start date: if it was already invoiced in another system, do not issue a second invoice.

Issue an invoice

1. Open an installment from the Due for invoicing list, or from the contract's payment schedule. For a manual invoice with lines you write yourself, such as a service fee, press New invoice. If it bills a charge already recorded against the tenant (damage or utility arrears), choose the tenant and then the charge under For a charge already recorded: the lines are filled so the total equals what the tenant owes, a charge is invoiced only once, and with Accounting on the books take the invoice (with its VAT) instead of the charge, so the income is not counted twice. If you later forgive part of it with a credit note, write the same amount off the charge too, so the tenant's account agrees: the books count that write-off once, not twice. If the invoice is for a payment on a sale in Sales or for its completion, choose the buyer and then the sale under For a sale: the books then take the sale itself (its payments and completion), not the invoice, so nothing counts twice.
2. Review the prefilled draft: the seller, the customer, a line per unit, the VAT treatment of each line, the totals and the deadline.
3. Complete anything the draft flags, such as a missing National Address or ID for the customer on a tax invoice.
4. Tick I have checked this invoice.
5. Press Issue.

A rent line has one of three VAT treatments: Taxable 15%, Exempt (residential), or Out of scope. On an exempt residential lease the services line does not inherit the rent's exemption; you choose its treatment. The amounts on an installment invoice come from the contract's payment schedule and cannot be typed in. What is not tied to a lease has other treatments, under Zero-rated and other exemptions.

An installment that includes VAT, as Ejar prints it on the contract, sometimes cannot be split exactly into an amount and 15% VAT on that amount. The invoice then keeps the VAT at exactly 15% and adds a Rounding line of a halala or two, so the Amount due equals the installment.

Customers

A customer is someone you issue a manual invoice to that bills no charge recorded against a tenant and no sale, such as a consultation or a service fee. With Accounting on, that invoice and its credit and debit notes post to Customer receivables under the customer's name, apart from tenant receivables, so you can see what each customer owes on the Accounting overview, how long it has been owed under Customer aging, and every movement on their statement of account.

• If you pick the customer from your contacts, they become a customer when the invoice is issued.
• If you type their details in, tick Save the buyer as a customer in your contacts to create a contact from those details when you issue. If a contact with the same VAT number, CR or national ID already exists, the invoice is linked to it instead of creating a new one. For a customer outside the Kingdom, their country and address are saved, and their number in their country as the company's CR or the individual's ID number, so you can pick them on their next invoice and it stays an export invoice.
• If you do not save them, their invoice stays in customer receivables with no name.

Saving the customer does not change the details printed on the invoice: an issued invoice is never edited. A new contact counts toward the contact limit of your plan. You can also mark any contact as a customer on its page, and show Customers only in the contacts list.

Products and services

Add what you sell often under Settings → E-invoicing → Products and services: the Arabic name, an English name if you like, the unit price before VAT if it is fixed, and the VAT treatment. Then pick it on a manual invoice line to fill in the description, price and VAT treatment; you can change them before issuing. A workspace admin adds and edits products and services. Anyone who holds View tax invoices or Issue tax invoices on any property, or across the workspace, sees the list, and whoever issues the invoice picks from it.

• What reaches ZATCA is the line as it reads on the invoice, so picking a product or not changes nothing in the document ZATCA receives.
• Editing or archiving a product never changes an issued invoice.
• Removing a product an issued invoice names archives it instead; restore it from Show archived. A product never used is removed.
• With Accounting on, each line's revenue posts to its product's account, set in the chart of accounts and mapping. A line with no product posts to Sales and service revenue.

Quotations

Send a customer a quotation before you invoice: open Tax invoices → Quotations → New quotation, choose the property or the seller, the customer from your contacts or typed in, the lines (you can pick from products and services), the last day it is valid, and your notes for the customer. Each quotation takes a number in the workspace such as QTN-12, and stays valid for 30 days if you set no date.

• It is not a tax document. It is not sent to ZATCA and does not reach the books. Its PDF is titled "Quotation", carries no QR code, and says at the bottom that it is not a tax document.
• VAT is an estimate. The VAT on a quotation is worked out the way the invoice works it out, and labelled an estimate. If the workspace has declared in Accounting that it is not registered for VAT, the quotation shows no VAT amount and no VAT number, because a document that shows VAT is treated as a tax invoice.
• Its status. Record what happens to it: sent to the customer, accepted, declined (with a reason if you like), or back to draft. It reads Expired after its last valid day. You can edit it until it is converted, and editing one the customer already decided on returns it to a draft.
• Converting it into an invoice. Press Convert to invoice and the manual invoice page opens, filled in from the quotation. Review it, then issue it like any invoice; nothing is issued until you confirm. You can change anything on it except the seller, the property and the customer, which stay the quotation's (you can complete the customer's address or a missing number); to change one of them, edit the quotation first. The quotation is recorded as converted when the invoice is issued, and converts only once, unless ZATCA rejects that invoice or it is a test document with no legal effect: the quotation then reads "Can be converted again", and you convert it into a new invoice, which deducts the deposits still standing just as the first would have, while the earlier invoice stays in the quotation's history. Payments you recorded on the rejected invoice stay on it, no longer post to the books and do not move to the new invoice: void them on the rejected invoice and record them on the new one. An invoice ZATCA accepted, or one still waiting for ZATCA in production, keeps the quotation converted, because ZATCA may still accept it.
• Deleting. Only a draft that was never sent or decided can be deleted, and its number is never reused. Record anything else as declined instead.

Deposits

When a customer pays you a deposit against a quotation, receiving it means a tax invoice is due for it: by the 15th of the next month for a business customer, and on receipt for an individual. Open the quotation once it was sent to the customer or accepted, press Request deposit, and give it as a percentage of the quotation or an amount before VAT.

• Built from the quotation's lines. The invoice is prepared from the quotation itself, in the same VAT category, and you review and confirm it like any invoice; it reads "Prepayment Tax Invoice". The deposits on one quotation never exceed it.
• Deducted on the final invoice. When you convert the quotation into an invoice, the final invoice carries the quotation's whole value, then deducts every deposit issued against it by its number, and shows the amount due after them. The deposit's VAT is never charged twice.
• Its payment comes first. A deposit invoice is issued for money you already received, so record the payment on it on the day it arrived, even before the invoice was issued, back to the 1st of the month before the invoice's month.
• Its VAT is deducted as charged. Each deposit is deducted with the VAT its invoice stated, less what credit notes on it took back. When the deposits' VAT adds up to a halala more than the whole quotation's (each deposit rounds its own), the final invoice states the deposits' VAT, so the amount due never goes below zero. A final invoice the deposits cover in full reads "Settled by deposits".
• The quotation is kept. A quotation with a deposit invoice or a final invoice issued on it cannot be deleted.
• Wait for it to be accepted. The final invoice cannot be issued while a deposit invoice on the quotation, or a credit note on one, is waiting for ZATCA.
• Refunding a deposit before the final invoice. Issue a credit note on the deposit invoice. A deposit credited in full is not deducted. Once the final invoice has deducted it, the correction is a note on the final invoice. A deposit invoice takes no debit note: request another deposit instead.
• In the books. The deposit sits in Advances from customers until the final invoice deducts it. See Accounting.

Zero-rated and other exemptions

On a manual invoice that is not tied to a lease, the treatment list has two more groups, Exempt and Zero-rated, and each treatment carries the reason ZATCA sets, printed on the invoice:

• Exempt (financial services) and Exempt (life insurance): no VAT on the line, and the return counts it with exempt sales.
• 0%: the supply is taxable at a zero rate, so the customer pays no VAT. Each reason has its own box on the return:
  • Export of goods, and export of services to a customer outside the Kingdom: the exports box.
  • International transport of goods or passengers and the services tied to it, qualifying means of transport, medicines and medical equipment, qualifying metals, and qualifying military goods: the zero rated domestic sales box.
  • Private education and private healthcare to a citizen: the sales to citizens box.

The system checks four conditions before issuing:

• They never apply to rent. Rent and a lease's charges are taxed at 15% or exempt, so these treatments are not offered on an installment invoice, an invoice for a charge on a lease, or a note on either.
• Education and healthcare to a citizen need the customer's national ID (starting with 1), with no VAT number, on the invoice, even a simplified one. If you type the customer in, the field appears when you choose the treatment; if you choose them from your contacts, the number is taken from their details.
• An export of services is a supply to a customer outside the Kingdom: pick a contact whose country is outside the Kingdom, or type the customer in and choose Outside the Kingdom, then their country, their registration or tax number in their country, and the street and city. An invoice to a customer outside the Kingdom is an export invoice and carries no Saudi VAT number for them. It is always a tax invoice, even for an individual, so the simplified option is not offered and their number in their country is required. A customer picked from your contacts takes their country from the contact, and the CR or ID number saved on it is sent as their number in their country; if none is saved, add it to the contact. An invoice tied to a lease, billing a tenant charge or billing a sale is never an export invoice, whatever the contact's country, because it is for property in the Kingdom.
• One reason of each kind per invoice. ZATCA accepts one exemption reason and one zero-rating reason on an invoice, so you cannot combine, for example, exempt residential real estate with financial services, or medicines with qualifying metals. You can combine one exemption reason, one zero-rating reason and lines at 15%; for another reason of the same kind, issue a separate invoice. When another line already holds a reason, the other reasons of its kind show in the list but cannot be chosen.

When issuing is refused

A tax invoice or a debit note is issued only when e-invoicing is ready, and no setting gets around it:

• E-invoicing is turned on for the workspace (Turning it on).
• The seller's details are complete: the name in Arabic, the VAT number, the ID and the National Address.
• The seller is connected to ZATCA, with an active connection (Connect to ZATCA).
• If the seller is your own company or establishment, and the books in Accounting have started, and the business declared it is registered for VAT, its VAT number must be the business's own registration. Otherwise correct the number in the seller's settings, or a workspace admin corrects the registration on the Overview tab of Accounting.
• If the seller is your own company or establishment and the business declared in Accounting that it is not registered for VAT, no new tax invoice that charges VAT is issued: choose a treatment without VAT for the lines (exempt or out of scope), or a workspace admin changes the registration once the business is registered. This does not apply while Accounting is turned off, nor to a credit note, nor to a debit note on an earlier invoice, because it corrects a supply invoiced while the business was registered.
• If the seller is an owner, its invoices are issued on the owner's behalf, with the notification confirmed.
• Once the books in Accounting have started in the workspace: an owner's seller issues no tax invoice or debit note there, no quotation is drafted in its name, no owner's seller is added there, no owner's seller is connected to ZATCA there for the first time, and an owner's seller that issued invoices or notes the books take, or invoices or notes carrying VAT under a VAT number other than the workspace's registration, is not switched to "We are the seller", because a workspace's books keep only its own money (Management offices). A credit note on an earlier invoice of an owner's seller stays available, and so does reconnecting a seller already connected in that environment so it can be issued. So use an owner's seller in a workspace whose books have not started, such as an operations workspace whose office books are kept in another workspace. Before the books start, this rule does not apply.

The draft shows these before you confirm. A credit note on an issued invoice is never stopped by e-invoicing being off, nor by the VAT number or on-behalf rules, because it is the only way to correct the invoice; it does need a seller connected to ZATCA to be signed.

Payments on an invoice

An installment invoice has a Payments section listing what was recorded against that installment, and whether it is paid, partly paid or unpaid. There is nothing to link when you issue: every payment recorded against the installment shows on its invoice automatically, before and after issuing.

• Link a payment lists the contract's payments recorded against other installments, and the unlinked payments on the property. Press Link next to one to count it towards this installment. If the installment covers more than one unit, choose the unit for an unlinked payment. The button shows while part of the installment is unpaid, together with what is left, and anything paid above that counts towards the next unpaid installment.
• Unlink detaches the payment from the contract. It stays on the property as an unlinked payment, and the tenant owes that amount again until you link it to another installment.

The payments of a written-off or cancelled installment stay on it and cannot be unlinked or moved, because the write-off was worked out after counting them. To change them, use Undo write-off first.

Linking and unlinking never send a payment back for approval: an approved payment stays approved, because its amount, date and method have not changed, only the installment it counts towards. A payment on a multi-unit contract moves as a whole, and one payment is never split across invoices.

Linking and unlinking need the Record and adjust money owed permission, and the Payments section shows only to people who can see payment amounts. The payment's own page names its tax invoice too.

Payments on a manual invoice

A manual invoice that bills no tenant charge and no sale, such as a service fee or a consultation, takes its payments directly, in the same Payments section. A charge's payment is recorded on the charge in Receivables, and a sale's on the sale.

• Record payment: enter the amount, the date received, the payment method and a reference if there is one. The amount is filled with what is left on the invoice, and the date with today. The date cannot be after today, nor before the invoice was issued, because money received before the invoice is an advance, which needs a deposit invoice from the quotation. A deposit invoice itself takes its payment from the 1st of the month before the month it was issued. The amount cannot be more than is still owed, so record partial payments one after another.
• Void payment: a saved payment is never edited or deleted. If you made a mistake, void it with a reason, then record it again. A voided payment stays visible, struck through with its reason, and no longer counts.
• Record refund: when the customer paid and a credit note was then issued on the invoice, they are owed money back, and the card shows how much. When you pay it back, record it with Record refund: the amount is filled with what can be refunded and the date with today; choose the payment method you paid it back with. A refund cannot be more than the customer is owed, nor more than was actually received from them, so if a final invoice deducted a deposit that was never paid, nothing is refunded for it. A credit note counts once ZATCA has accepted it, and a debit note still waiting for ZATCA lowers what can be refunded now. The date cannot be after today, nor before the first credit note ZATCA accepted on the invoice. A refund is listed with a Refund label, is never edited, and is voided like a payment if you made a mistake. If you void a payment after part of it was refunded, such as a cheque that bounced, the refund stays recorded and the invoice asks for the refunded amount again.
• Status: unpaid, partly paid, paid, settled by credit note when nothing is left after credit notes alone, or settled by deposits when the deposits cover a final invoice in full. What is left is the invoice total plus its debit notes, less its credit notes and payments, and a note counts once ZATCA has accepted it. A credit note still waiting for ZATCA already lowers what can be recorded now.
• There is no "overdue" status, because a tax invoice carries no due date and cannot be changed after it is issued.

If ZATCA rejects the invoice, it takes no payments, and the payments recorded before the rejection stay visible so you can void them and record them on the replacement invoice. The replacement takes payments dated from the day it was issued, never earlier, so money received before that day cannot be recorded on its own date yet.

With Accounting, the payment posts to the payment method's account against Customer receivables, for the same customer the invoice was posted to, so what they owe goes down. A refund posts the other way, to Customer receivables against the payment method's account, so what they were owed back is cleared. A voided payment's or refund's entry is reversed. A test invoice (numbered TST-) posts nothing, and neither do its payments.

Recording and voiding, payments and refunds alike, need what issuing a manual invoice on the invoice's property needs: the Issue tax invoices permission there, being a workspace admin, or, for an invoice that concerns no property, a member given Issue tax invoices as workspace access.

Standard or simplified

The system picks the invoice type from the tenant's details:

• Tax invoice (standard): for a tenant that is a company or an establishment, meaning anyone holding a commercial registration or a VAT number, and for government bodies, charities and other legal persons. ZATCA must clear it before the tenant receives it.
• Simplified tax invoice: for an individual tenant. It is reported to ZATCA, within 24 hours by law. We send it as soon as it is issued, and keep retrying automatically if ZATCA cannot be reached.

If the classification is wrong, the person issuing the invoice can change the type, except that a customer registered for VAT always gets a tax invoice.

Correct an invoice

An issued invoice is never edited. Instead, you issue a note against it:

• Credit note that cancels the invoice or part of it, with a reason. To correct a mistake on an invoice whose supply still stands, issue a new, correct invoice after it.
• Debit note to add a charge to the invoice.

While an installment on a contract's payment schedule has a tax invoice that has not been credited, the schedule cannot be changed (the contract's dates, total, payment frequency or payment schedule). That is not the only condition: the change is also refused while any payment is recorded on the contract, while an installment was written off (fully or in part), was cancelled or came from an approved payment reschedule, or while the contract has an active discount or an open court case. So check all of these before you issue any credit note, because a credit note cannot be undone and does not help if one of them remains. When they all hold, issue a credit note for each of those invoices; once ZATCA accepts it, change the schedule, then invoice the new installments (see changing a contract's terms after an installment was settled).

Editing anything else on the contract, such as the deposit, the representative or the grace days, does not change the schedule and is never blocked by this. A change of the VAT on a contract with no payments recorded rebuilds the schedule, so the same conditions apply to it. Test documents (numbers starting TST-) block the change only while their seller can still issue a credit note for them in that same test environment.

If ZATCA rejects a document

A document ZATCA rejects stays on record, marked as rejected, and is not valid. Do not hand it to the customer: issue a corrected invoice instead.

Download, share and export

From every document you can download:

• The PDF: in Arabic only, or in Arabic then English, depending on the design's language. It carries a QR code the customer can scan with ZATCA's app to verify the invoice. Once ZATCA has accepted the document, the PDF carries the invoice's XML inside it (a PDF/A-3 file), the form ZATCA requires when an invoice is sent as a PDF, so the PDF alone is enough to send.
• The XML: the legal e-invoice itself. For a tax invoice that ZATCA has cleared, it is ZATCA's cleared copy.

Exporting. To download all your tax documents at once, press Download archive on the Tax invoices page. You get one zip file holding the XML files, the PDFs and an index.

On the phone. Once the app is updated, you can see the documents issued, and open and share their PDF, from More → Tax invoices. Issuing and setup are on the web.

Keeping records

Tax rules require the taxpayer to keep tax invoices and real estate records for at least 15 years from the end of the year they relate to, inside the Kingdom. For that whole period we keep these tax records, and only those: the tax invoices and notes issued through the product in production, with what was sent to ZATCA and the payments recorded on manual invoices, filed VAT returns, their adjustments with their documents, and amended-return records. They stay on servers inside the Kingdom even if the account is deleted later, in an archive used only to meet that obligation and that nobody can reach through the product. Your other records, such as contracts, rent payments and books, are deleted with the account, and keeping them for the legal period is your responsibility. Documents issued in test mode are deleted with it too, because they are not tax invoices.

Permissions

• Setting up sellers, connecting them to ZATCA, designing the invoice and keeping the products and services list: workspace admins. Anyone who holds View or Issue tax invoices on any property, or across the workspace, sees the list, and whoever issues an invoice picks from it.
• View tax invoices: held by default by General Manager, Accountant and Treasurer. Without it, tax invoices stay hidden entirely.
• Quotations: seen by whoever holds View tax invoices, and drafted and converted by whoever holds Issue tax invoices, on the quotation's property. One that concerns no property belongs to a workspace admin or a member given the workspace tax-invoice access.
• Issue tax invoices: held by default by Accountant, and includes issuing credit and debit notes. The Due for invoicing list appears only to people who hold it, because it lists what they have to issue.

You can grant either permission to any role under Settings → Configuration → Roles. The details are in the Permissions reference.

An invoice that concerns no property, such as the office's own fee, cannot be answered by a role on a property. A workspace admin issues it, or a member the admin gave Issue tax invoices in the Workspace access section of the member's page. That access, like View tax invoices there, reaches the whole workspace: every property, and documents that concern none.

Odoo

If the workspace is connected to Odoo, the sync keeps sending invoices to Odoo as before. Make sure Odoo is not also sending invoices to ZATCA for the same VAT number, or the tenant gets two tax invoices for one supply.

Related

• Money: payments, receivables, expenses, deposits
• Leases and contracts
• Permissions reference
• Workspaces and modules
• Odoo accounting integration
• Plans and billing
• Mobile vs web