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.
Country specific E-Invoicing
- 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.
- 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 set up E-invoicing.
- Under Enable e-invoicing integration, review your payment method and billing details.
- Add your details and tax information as they appear on your official government records.
- Click on the Enable button in the top right to continue through the steps to get set up.
- Review your business billing details and click on the Confirm button in the top right to open the VeriFactu portal and review your data. Then, click on the Continue button at the bottom.
- Click on the Download agreement button to download and sign the agreement.
- Select the Continue button at the bottom and choose whether you have signed the agreement using one of the following signatures:
- Digital signature with certificate of legal representation: No extra documents are needed
- Handwritten signature: You’ll need to upload your signed agreement, along with a legal representation document and your ID.
- Under Upload the signed agreement, select Choose file to upload the agreement from your device.
- Click on the Continue button at the bottom to view a summary of your details, then select Confirm to send your documentation to VeriFactu.
Once synced and enabled, the Active tag will appear in your E-invoicing summary. An E-invoice will be sent automatically to the government platform at checkout. Receipt sequences or prefixes will be created for you if not already set up, and all invoices 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 your government tax authority. When scanned, the QR code will display all the 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 your tax authority. 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 your tax authorities platform.
E-invoicing is currently available in Saudi Arabia and Spain.
You can view your E-invoices from the Activity tab in the E-invoicing under Add-ons or from the individual activity tab of the sale. Open any E-invoice, click Actions (three dots) in the top right, and choose to share, print, or download it as a PDF.
You can also find a detailed record of each E-invoice under the Sales list report.
Once E-invoicing is enabled, receipt sequencing and prefixes cannot be changed, even if you later disable the integration.
If you set up receipt sequencing and prefixes before enabling E-invoicing, that setup will be used. If not, both the sequencing and prefixes 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 your government platform when:
If the connection expires, is revoked by your government platform, or was never completed, invoices won’t be sent.
The company registration number needed for E-invoicing in Saudi Arabia, 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 your registration document.
If E-invoicing is enabled, clients will receive a copy of the invoice in their Fresha account once it’s ready.
After an E-invoice has been sent to your government platform, changes can be made by refunding the sale. E-invoices cannot be voided once they have been sent.
If the connection to your government platform fails or is revoked, you will receive a notification that E-invoicing is no longer connected. To reconnect, update your OTP (Saudi Arabia only) or update your business details.