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Set up E-invoicing
Set up E-invoicing
In this guide, you’ll learn how to enable and manage Fresha’s E-invoicing integration that automatically sends sales invoices directly to tax collection and regulation systems.
How E-invoicing works
E-invoicing automatically records a compliant electronic invoice for every transaction your business makes. These invoices are submitted directly to your region’s tax authority. Taxes are calculated based on the rates set in your Fresha account. To stay compliant, make sure you understand the tax requirements in your country or state.
Each invoice includes a unique sequence number, system-generated prefix, and the business location where the sale occurred.
Connect E-invoicing to ZATCA
- From the main menu on the left of your screen, go to Add-ons.
- Under Integrations, select the View button on E-Invoicing.
- On the E-invoicing summary, click on the Continue button to review your payment method and billing details.
- In the Enable e-invoicing integration step, review your information and click on the Enable button in the top right.
- In the Before you begin step, review the listed requirements for E-invocing and click on the Continue button in the top right.
- In the Set up step, click Get my code to open the FOOTRA portal and retrieve your one-time password (OTP) code.
- On the FATOORA portal click on the Fatoora platform option.
- Enter your account credentials and click Login.
- Click Onboard new solution unit/device to retrieve your OTP.
- Generate and copy your OTP, then return to your Fresha account.
- In the one-time password step, enter your company name, paste in your OTP code and click on the Confirm button in the top right.
- Allow E-invoicing to sync with ZATCA. Once activated, click on the Close button.
Once enabled, an E-invoice will be automatically generated and sent to ZATCA each time a sale is checked out. If you haven’t already set up receipt sequences or prefixes, this will be automatically generated for you, and each invoice will show the same billing address.
View E-invoicing activity
- From the main menu on the left of your screen, go to Add-ons.
- Under Integrations, select the View button on E-Invoicing to view your invoices.
- At the top of the E-invoicing summary, click on the Activity tab.
- Above the list of invoices, use the search and filters to locate a specific E-invoice.
- Select an E-invoice to open the sale view and see the full invoice details.
- In the left panel, click on Activity to view the sales activity broken down into events.
Your record of E-invoices will remain under the Activity tab. From there, you can share, print, or download the invoice, which includes a signed QR code from ZATCA. Scanning the QR code using the ZATCA mobile app will display all invoice details.
Manage your E-invoicing integration
- From the main menu on the left of your screen, go to Add-ons.
- Under Integrations, select the View button on E-Invoicing to manage the integration.
- Click on the Options button in the top right and select one of the following options from the panel:
- Disable add-on: Review the conditions of disabling E-invocing and select a reason. Click on the Disable now button to confirm.
- Re-enable: Review the payment method and billing details, and click on the Enable button in the top right to re-activate E-invoicing.
While the add-on is disabled, invoices will not be submitted to ZATCA. If you re-enable e-invoicing, submissions will resume, but any invoices created during the inactive period will not be sent.
FAQs
- The E-Invoicing add-on is active, including the cancellation period.
- There is an active connection with ZATCA.
E-invoicing is currently only available in Saudi Arabia.
A record of your E-invoices will be stored under the Activity tab in the E-invoicing integration and in the individual sales activity tab. From these places, you can open an E-invoice, select Actions (three dots) in the top right, and choose to share, print, or download as a PDF. You can also find a detailed record of each E-invoice under the Sales list report.
After enabling E-invoicing, receipt sequencing and prefixes can't be changed, even if you disable the integration at a later date. If you set up receipt sequencing and prefixes beforehand, your setup will be used. If not, these will be automatically generated for you.
All E-invoices use the billing address from your Fresha account. You can update this address under your business settings. The business location where the sale took place will also be shown beneath the billing details.
E-invoices are successfully submitted to ZATCA when two conditions are met:
If the connection expires, is revoked by ZATCA, or was never completed, invoices won’t be sent.
The company registration number needed for E-invoicing is a commercial registration code issued by the Ministry of Commerce upon registration. It can be found beneath the QR code on the first page of the registration document.
If E-invoicing is enabled, your clients will receive a copy of the invoice when it's ready.
E-invoices that have already been sent to ZATCA cannot be voided. You can make adjustments by refunding the sale.
If there’s an issue connecting to ZATCA or the connection has been revoked by them, you’ll be notified that E-invocing is no longer connected. This usually means you’ll need to reconnect with an updated OTP or update your business details.