Sending e invoices is a critical step for businesses to comply with Saudi Arabia’s tax regulations and build trust with customers. This process became mandatory under the second phase of e-invoicing, aimed at improving efficiency and streamlining business operations.
In this article, we will explore how to send e invoices securely and correctly, providing essential steps to ensure they are sent on time and in the proper format.
Why Sending E Invoices to Customers Is Important
From a regulatory standpoint, sending e invoices has been mandatory in Saudi Arabia since the launch of the second phase of e-invoicing on January 1, 2023.
However, sending e invoices goes beyond compliance—it enhances transparency and trust between businesses and customers. It also allows customers to access transaction details quickly, reducing inquiries and payment-related disputes.
When Should You Send E Invoices to Customers?
The process of sending e invoices in Saudi Arabia varies based on the type of invoice, and so do the requirements:
1. Sending Simplified E Invoices (B2C)
For simplified e invoices issued between a business and a consumer, sellers must deliver the invoice to the buyer immediately upon issuance. They must also share it with ZATCA through the FATOORA portal within 24 hours.
ZATCA may flag errors in simplified e invoices within this timeframe, allowing businesses to correct and resubmit them via the FATOORA portal.
2. Sending Taxable E Invoices (B2B)
For taxable e invoices issued between two businesses, sellers must first share the invoice with ZATCA via integration with the FATOORA portal.
Once approved, the invoice is sent to the buyer in XML format or a readable format (such as PDF with embedded XML).
Important: Any modification to an e invoice after sharing it with the customer but before submitting it to ZATCA can result in penalties of up to SAR 10,000.
Read more: Key Differences Between Tax and Simplified Tax Invoices
Steps to Verify E Invoices Before Sending
Before sending e invoices to customers, you must ensure they meet ZATCA’s requirements. Key details include:
- Invoice number and issuance date.
- QR code and VAT details.
- Customer name and address.
Verifying these details reduces errors and avoids potential legal issues.
Read more: The Importance of QR Code in E-Invoice in Saudi Arabia
Best Methods for Sending E Invoices to Customers
There are several ways to send e invoices. Choosing the best method depends on your resources and customer preferences.
1. Sending E Invoices via Email
Email is the most common method for sending e invoices. The invoice is sent as an attachment (PDF or other formats) containing all necessary details.
This method provides a fast, secure way for customers to view and store invoices. You can also include payment instructions or links for online payments.
2. Sending E Invoices via SMS or Links
SMS is increasingly popular for its convenience. Businesses can send a direct link to the e invoice, enabling customers to access it anytime from their mobile devices.
3. Sending E Invoices Through Billing Software
Many businesses use billing software that automates the process of sending e invoices via multiple channels like email or SMS.
These systems often include features such as invoice customization, automated reminders, and payment tracking, ensuring efficiency and accuracy in all transactions.
How EZ Integrated Simplifies Sending E Invoices
EZ Integrated provides comprehensive e-invoicing solutions that simplify sending e invoices to customers securely and efficiently.
Our solutions ensure seamless integration with the FATOORA portal and full compliance with ZATCA’s requirements. We support businesses through every step of the process—from verifying invoices to securely sending them through the most reliable channels.
With EZ Integrated, you can streamline invoicing operations, enhance customer trust, and improve overall workflow.
Contact us today for a free consultation to ensure safe and effective e-invoicing implementation for your business!