How to set up Zafeqacc and create your first Saudi VAT invoice
This guide shows a new Zafeqacc user how to prepare reusable company, branch and customer information before creating a bilingual Saudi VAT invoice. Completing these records first reduces repeated typing and makes the document easier to review before it is posted.
1. Complete Your Company
Sign in and open Your Company. Add the legal English and Arabic company names, VAT registration and commercial registration numbers, address, phone, email and the identity information that should appear on invoices. Review the spelling because the saved values are reused in later documents.
2. Complete the issuing branch
Open Branches and edit the Main Company branch or another unlocked branch. Complete its English and Arabic name, branch code, legal numbers, street, district, city, building number, postal code, country and contact details. The selected branch identifies the issuing location and supports branch-based reports.
3. Save the customer
Open Customers and create the customer record. Enter the customer’s English and Arabic names, VAT number when applicable, address and contact information, then save it. A saved customer can be selected again instead of being retyped for each document.
4. Create the invoice details
Open Create Invoice, then select the correct customer, branch and invoice template. Verify the issue date, supply date and due date. Add each product or service with its description, quantity, unit price, discount and VAT treatment. Preview the document and check the supplier, customer, dates, line amounts, VAT and totals before posting.
5. Choose quotation or posted invoice
Choose Save as Quotation when the document is an offer that should not yet be posted as a final sale. Choose the normal invoice action when the sale is ready to be recorded. Posted invoices appear in Records, where they can be previewed and downloaded. Quotations remain available in the Quotations area.
What the connected sections do
| Section | Purpose |
|---|---|
| Analytics & Profit and Loss | Review sales after credit notes, collections, receivables, expenses and operating performance by period or branch. |
| Sales & VAT | Review sales, output VAT, recorded input VAT, final VAT position and filing settlement records. |
| Records & Statements | Find posted documents, create linked credit notes, track payments and prepare customer account statements. |
| Products & Operations | Maintain products and SKUs while organizing inventory, purchasing, projects and sales branches. |
| Expenses & Payroll | Record operating costs and eligible input VAT, and manage employee and payroll information separately. |
| Users & Workspaces | Invite team members with selected permissions and move between separately licensed company workspaces. |
Final review checklist
- The issuing company and branch are correct.
- The customer identity and VAT number are accurate where required.
- The issue, supply and due dates have the intended meaning.
- Every line description, quantity, price, discount and VAT rate is correct.
- The subtotal, VAT and total agree with the transaction.
- You selected quotation or invoice intentionally.
For a broader compliance overview, read ZATCA invoice requirements in Saudi Arabia and the comparison of ZATCA Phase 1 and Phase 2.