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Creating Sales Invoices

Sales invoices are the primary documents you issue to customers when billing for goods or services. Shaari supports creating invoices from scratch, from an existing quotation, or from a signed contract.

Creating an Invoice from Scratch​

  1. Navigate to Sales > Invoices in the sidebar.
  2. Click Create Invoice.
  3. Fill in the required fields:
    • Customer -- select an existing customer or create a new one inline.
    • Invoice Date -- defaults to today, but can be adjusted.
    • Due Date -- when payment is expected.
    • Invoice Type -- choose the document type (see below).
  4. Add line items with products, quantities, prices, and any applicable discounts.
  5. Review the calculated subtotal, VAT, and total.
  6. Click Save as Draft to continue editing later, or Submit for Approval to move the invoice forward.

Required Fields​

FieldDescription
CustomerThe buyer receiving the invoice. Must have a valid name at minimum. For ZATCA compliance, a VAT number and national address are also required.
Invoice DateThe date the invoice is issued.
Due DateThe payment deadline.
At least one line itemEvery invoice must contain at least one item with a quantity and unit price.

Invoice Types​

Shaari supports four document types, each serving a different purpose:

Standard Invoice​

The default type. Use this for regular sales of goods or services. This is what most businesses issue day-to-day.

Credit Note​

A document that reduces the amount owed on a previously issued invoice. Used for refunds, returns, or billing corrections. Credit notes must reference the original invoice they are adjusting.

Debit Note​

A document that increases the amount owed. Used when additional charges need to be applied after the original invoice was issued. Like credit notes, debit notes reference the original invoice.

Payment Invoice​

Used for installment-based billing. When a customer pays for a large order in multiple payments, each installment gets its own payment invoice linked to the original sale.

note

The invoice type is set at creation time and cannot be changed after the invoice is saved. Choose carefully before proceeding.

Creating from a Quotation​

When a customer confirms a quotation, you can convert it directly into a sales invoice:

  1. Open the confirmed quotation.
  2. Click Convert to Invoice.
  3. All line items, pricing, customer details, and notes carry over automatically.
  4. Review the generated invoice, make any adjustments, and save.

The invoice retains a link back to its source quotation, so you can always trace the history.

Creating from a Contract​

Signed sales contracts can also be converted into invoices:

  1. Open a signed contract.
  2. Click Create Invoice.
  3. The contract's line items and terms populate the new invoice.
  4. Adjust dates and any final details, then save.

Saving Drafts vs Submitting​

Invoices in Draft status are works in progress. They are not visible to the customer and have no tax or compliance implications. You can edit every field freely.

When you Submit for Approval, the invoice moves to Pending Approval status. At this point:

  • The invoice number is locked in.
  • Core fields (customer, items, amounts) can no longer be edited.
  • An approver (typically a manager or accountant) reviews and either approves or rejects the invoice.
caution

Once an invoice is approved and submitted to ZATCA, it cannot be deleted. To correct an approved invoice, you must issue a credit note or debit note against it.

Sending Invoices to Customers​

After an invoice is approved, you can send it to the customer through multiple channels:

  • Email -- Shaari sends a formatted email with the invoice PDF attached. The customer's email address is pulled from their customer record.
  • PDF Download -- Download the invoice as a PDF to share manually through any channel you prefer (WhatsApp, messaging apps, etc.).

The invoice PDF includes your company branding, the full line item breakdown, tax details, and a ZATCA-compliant QR code (if ZATCA integration is enabled).

Invoice Numbering​

Shaari automatically generates sequential invoice numbers for your tenant. Invoice numbers are unique within your tenant and cannot be reused, even if an invoice is cancelled.

tip

If you frequently invoice the same customers for the same products, build out your product catalog first. Creating invoices becomes much faster when you can select items from the catalog instead of entering details manually each time.