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ZATCA E-Invoicing ZATCA Compliant

ZATCA-Compliant E-Invoices — Generated Automatically

Every confirmed rent payment and every completed maintenance job triggers a fully compliant ZATCA Phase 2 e-invoice — with 15% VAT breakdown, cryptographic QR code, Arabic customer name, and automatic sync to Zoho Books. No manual entry. No compliance risk.

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15%
Saudi VAT applied automatically (ZATCA standard)
2
Invoice types: rent & maintenance
100%
Zoho Books sync — zero manual accounting entry

The Basics

What Is ZATCA Phase 2?

Understanding the Saudi e-invoicing mandate and what it means for property managers.

ZATCA (Zakat, Tax and Customs Authority) mandates that all VAT-registered businesses in Saudi Arabia issue e-invoices in a specific structured format — not just PDFs. Phase 2 (integration phase) requires invoices to include a cryptographic hash and QR code that ZATCA can verify.

Phase 1 — Generation

Businesses must issue structured e-invoices (XML + human-readable PDF) instead of paper or unstructured PDF invoices.

Phase 2 — Integration

Invoices must include a cryptographic stamp and QR code. VAT-registered sellers are onboarded in waves by ZATCA.

Real Estate Impact

Property management agencies managing rent collection on behalf of VAT-registered landlords or operating as VAT-registered entities must comply. Maktabi handles this for you.

The Pipeline

How Maktabi Generates ZATCA Invoices — End to End

The full pipeline from payment confirmation to ZATCA-compliant invoice in Zoho Books.

  1. 01

    Payment Confirmed

    A tenant payment is confirmed — either via bank transfer proof (read by AI), an online Tap Payments link, or manual recording by the agency. This triggers the invoice pipeline.

  2. 02

    Tax Mode Resolved

    Maktabi reads the agency's tax configuration: VAT-registered (15%), non-VAT, zero-rated, or exempt. For Saudi Arabia, the ZATCA format is applied automatically — QR code required, e-invoice required, Arabic + English fields.

  3. 03

    Invoice Data Built

    The system builds the invoice with all required ZATCA fields: invoice number, invoice date, customer name (Arabic + English), customer VAT number, subtotal, VAT amount (15%), total, line items, and billing metadata.

  4. 04

    Invoice Number Generated

    A sequential, formatted invoice number is generated using the organisation's numbering scheme and country code. Duplicate numbers are impossible — the builder enforces uniqueness at database level.

  5. 05

    Stored & Synced to Zoho Books

    The invoice is stored in Maktabi's database and immediately dispatched to Zoho Books via the sync job. Zoho generates the ZATCA-compliant PDF with QR code and sends it to the tenant automatically.

  6. 06

    Tenant Receives the Invoice

    The tenant receives their ZATCA e-invoice by email (via Zoho Books). The invoice includes the property name, unit, period, VAT breakdown, and ZATCA QR code — fully compliant and ready for their records.

Invoice Types

Two Invoice Types, Both Automated

Maktabi generates compliant invoices for the two core transaction types in property management.

Rent Invoice

Rent Payment Invoice

Generated automatically when a rent cycle is marked as paid. Includes the tenant's name (Arabic + English), unit, property, rental period, rent amount, VAT at 15%, and total due. Synced to Zoho Books instantly.

Fields Included

  • Tenant name (AR + EN)
  • Unit code & property name
  • Rental period (from / to)
  • Subtotal, VAT (15%), Total
  • Invoice number (sequential)
  • ZATCA QR code
Maintenance Invoice

Maintenance Job Invoice

Generated automatically when a maintenance ticket status reaches "completed". Includes the job description, property/unit, cost breakdown, VAT, and total. Synced to Zoho Books and attributed to the responsible party (agency or landlord).

Fields Included

  • Ticket title & description
  • Unit code & property name
  • Labour & material line items
  • Subtotal, VAT (15%), Total
  • Invoice number (sequential)
  • ZATCA QR code

Tax Modes

Flexible Tax Configuration per Agency

Not all agencies are VAT-registered. Maktabi supports multiple tax modes — the right invoice format is applied automatically.

VAT Registered

Full ZATCA Phase 2 invoice with 15% VAT, QR code, and Zoho Books sync. Required for VAT-registered agencies and landlords in Saudi Arabia.

Non-VAT

Standard invoice without VAT. Generated and stored in Maktabi — no ZATCA QR code required. Synced to Zoho Books for accounting.

Receipt Only

Simple payment receipt with no tax fields, no QR code, and no Zoho sync. For agencies that only need basic transaction records.

Zero-Rated VAT

Invoice issued with 0% VAT — required for transactions that qualify as zero-rated under ZATCA rules (e.g. exports).

VAT Exempt

Invoice issued for exempt transactions. No VAT applied but invoice is still structured and compliant.

Integration

Powered by Zoho Books — Accounting Included

Maktabi does not just generate invoices — it syncs them to Zoho Books so your entire accounting ledger stays clean without human intervention.

Every Invoice Synced

As soon as an invoice is generated in Maktabi, a background job dispatches it to Zoho Books. The invoices appear in your Zoho account in real time, ready for your accountant.

Failed Sync Retry

If the Zoho sync fails (e.g. API timeout), Maktabi automatically retries. Reconciliation commands allow administration to identify and re-sync any orphaned invoices.

Tap Settlements Synced

Online payments via Tap Payments are also synced to Zoho — settlement amounts, fees, and payment references are recorded as separate Zoho entries for full audit trails.

Customer Auto-Created

When a new tenant or landlord makes a first transaction, Maktabi creates their customer record in Zoho Books automatically via the Sync Customer action — no duplication, no manual entry.

Remove ZATCA Compliance Risk from Your Agency

Maktabi handles the full invoicing pipeline automatically — from payment confirmation to compliant invoice in Zoho Books.

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Frequently Asked Questions

Everything agencies and landlords need to know about ZATCA invoicing in Maktabi.

Is Maktabi ZATCA Phase 2 compliant?
Yes. Maktabi's invoicing engine is configured specifically for Saudi Arabia's ZATCA format — with QR code requirement, e-invoice requirement, Arabic + English fields, 15% VAT, and Zoho Books integration that generates the ZATCA-compliant PDF. The invoice format is set in the system config under the "SA" (Saudi Arabia) country code.
Do I need to configure ZATCA settings manually?
No. If your agency is registered as VAT-registered (Saudi Arabia), Maktabi automatically applies the ZATCA invoice format — 15% VAT, QR code, Arabic customer name, and Zoho sync — on every transaction. You set your tax mode once during setup. Everything else is automatic.
What happens if my agency is not VAT-registered?
You choose the appropriate tax mode: non-VAT (standard invoice, no tax), receipt-only (simple payment record, no Zoho sync), zero-rated, or exempt. Maktabi applies the correct invoice format for each mode and ensures you are never issued a VAT invoice when you shouldn't be.
Are maintenance invoices also ZATCA-compliant?
Yes. When a maintenance ticket is marked as completed, Maktabi generates a ZATCA-compliant invoice for the job — just like a rent invoice. It includes the job description, line items, VAT breakdown, and QR code. It syncs to Zoho Books automatically.
What if the Zoho Books sync fails?
Maktabi stores the invoice in its own database first, then dispatches the Zoho sync as a queued job. If the sync fails, the system automatically retries. Platform administrators can also run a reconciliation command to identify and re-sync any invoices that were not successfully pushed to Zoho.
Can tenants receive their invoice in Arabic?
Yes. The invoice stores both the Arabic and English customer name fields (customer_name and customer_name_ar). Zoho Books generates the invoice with the Arabic name included, as required by ZATCA for Arabic-speaking customers.
Does this work for the landlord's management fee deduction?
Yes. Deductions (management fees, collection fees, maintenance charges) are tracked as ledger entries against each payment. The net transfer amount to the landlord is calculated after deductions, and the corresponding documents are synced to Zoho Books — keeping both the tenant invoice and the landlord accounting fully reconciled.