Creating and sending an invoice



Creating and sending invoices in Wafeq is simple, efficient, and fully compliant with local invoicing regulations across MENA, including Saudi Arabia (ZATCA), the UAE (FTA), Egypt (e-invoicing), and other supported countries.

This guide walks you through each step, from opening the invoice screen to final submission.

Watch this video on creating and sending an invoice to your customer, or read below.

Step-by-step instructions to create an invoice on Wafeq

To create a new invoice, click on Sales in the main menu, then go to Invoices. Next, click the Create button.



Now that you’ve opened the invoice form, it’s time to enter the essential fields that define what you’re selling, to whom, and how the transaction should be recorded.

Here’s what each field means and how to use it properly:

• Customer: Select the customer you want to invoice. You can either pick an existing contact from the list or add a new one directly from the form.
• Invoice Number: Wafeq automatically generates a sequential number, but you can modify it to follow a different format or to match the numbering system you previously used in your accounting records.
• Currency: Choose the currency at which you want to issue the invoice.

• Invoice Date: Choose the date the invoice is issued. This sets the billing date and affects financial reports.
• Due Date: The payment deadline. This can be set manually or based on predefined payment terms.
• Invoice Number: Wafeq automatically generates this in sequence, but you can change it if you need to match a specific format or legacy system.
• Purchase Order: Optionally, link a PO number from your customer to match their procurement records.
• Project: Enter the relevant project. This helps with classification, filtering, and generating accurate reports.

• Warehouse: Select the warehouse from which the items on this invoice will be deducted.

Your company name, logo, and contact details appear automatically on the invoice based on your settings, but you can click and update any of these fields directly if needed.



This section is where you define exactly what you're invoicing for, whether it’s a product, a service, or both. Each line lets you add detailed descriptions, quantities, prices, and applicable taxes.

Two ways to fill in invoice items (as shown in the GIF)

In Wafaq, you can fill in the invoice items in one of two ways; each one serves a different scenario:

Option 1: Select a saved item from your list (first row in the GIF)

Click on item and start typing the name of a product or service you've already saved in Wafeq. The system will suggest matching items.

Once selected, all the key fields like price, revenue account, and tax rate are auto-filled based on your item information, and you can edit what is needed.

💡Use this when: You’re invoicing something you sell regularly, especially if it’s a tracked item.

Option 2: Enter a custom description (second row in the GIF)

Instead of picking from saved items, you can write just a free-text description of the service or product.

You’ll then fill in the other details manually, such as price, tax, and revenue account.

💡 Use this when: You’re billing for something one-off, new, or very specific to this client or situation, and don’t need to save it in the items for reuse.

You can mix both in the same invoice

It’s totally fine to use both types in the same invoice — for example, you can select saved products for some lines and enter custom descriptions for others that aren’t linked to any item.

This is useful if you’re invoicing for both:

• Standard items (like “sugar”)
• Custom work (like “Delivery & packaging for special order”)

Here’s what each field means and how to use it properly:

• Quantity: Enter how much of the item or service you're billing for, whether it's units of a product or hours/sessions of a service.
• Unit Price: The price per unit or per hour.
• Discount: An optional reduction applied to this line only, and it is a percentage.
• Discount on total: Enter a fixed amount to reduce the full invoice value. It’s applied after adding all items and before VAT is calculated, and is ideal for applying a general discount across the entire invoice.
• Tax Rate: Choose the applicable VAT or tax rate for this item. The system will auto-select based on the item, but you can override it if needed.
• Account: This specifies the revenue account where income from this line will be recorded.
• Cost Center: Enter the relevant cost center. This helps with classification, filtering, and generating accurate reports.



How to add or remove a line in your invoice?

If you’re dealing with multiple products or services, you will need to add and manage line items in your invoice.

• To add a new line, click + Add line.
• To remove a line, click the dots ::on the left of the line, then choose Remove.
• To remove all other lines except this one, choose Remove all other lines.



Set VAT treatment: Do your prices include or exclude tax?

You need to choose how VAT should be handled on the invoice. Are your prices already tax-inclusive, or should tax be added on top?

You can control this from the dropdown at the top of the item lines section, just click on Prices are inc. tax or Prices are exc. tax to toggle between them.







Notes and Signature

This section lets you customize some details that appear on your invoice.

1. Notes:

Write any additional message or instructions to show at the bottom of the invoice. This could include return policies, warranty info, payment instructions, or friendly reminders.

2. Signature:

This is the Signature that appears in the last part of the invoice file. If you want to learn more about how Wafeq integrates with Stripe, refer to this guide.



Once you've filled in the invoice details, here are the top options available to finalize or customize the invoice:

• Finalize: Use this to save the invoice, which is to be logged in your records and reported to ZACTA. For more on finalization scenarios and their outcomes, refer to this guide.
• Save as Draft: Use this if you're not ready to finalize the invoice yet. You can come back and edit it later.
• Print / Download: Click this to preview the invoice as a PDF or print a hard copy.
• Template: Switch to a different invoice layout. This only affects the visual style; it won’t change the invoice data.
• عربي: Click to view the invoice in Arabic. Useful if you or your customer prefers it.
• Attachments: Upload Attachment files like receipts, images, or contracts. These will be included with the invoice when sent. Attachments are only visible when the invoice is sent to the customer using the "Send via Email" feature.





Invoices List

The invoice list gives you a full overview of all your issued invoices. From here, you can quickly review, filter, and take action on any invoice. Here’s what you can do from this screen:

• Search bar: Type any keyword (invoice number, customer name, etc.) to filter and find specific invoices instantly.
• Sort: Click to arrange invoices by date, customer name, amount, and to help prioritize follow-ups.
• Filter: Use advanced filters to narrow down by status (e.g., Draft, Sent), date range, customer, or project.
• Import: Upload invoices in bulk using a template file, ideal when migrating from another system.
• Export: Download your invoice list as a spreadsheet for recordkeeping, analysis, or reporting.
• Create: Click this button to start a new invoice from scratch.



Bulk Actions for Sales Invoices

After creating and issuing multiple invoices, you may need to perform actions on a group of invoices together instead of opening each one individually. Wafeq allows you to select multiple invoices from the invoices list and apply bulk actions to them at once.

To do this, go to Sales Invoices Under Sales from the main menu, select the required invoices using the checkboxes in the left column of the table. Once the first invoice is selected, the bulk actions bar will appear at the top of the page.

What bulk actions are available?

1. Void: Used to void the selected invoices in one action when they were issued by mistake or need correction. After voiding, the invoices remain visible in the system for tracking and tax-compliance purposes.
2. Delete: Used to delete the selected invoices, provided they are still in Draft status. This is helpful when removing test invoices or invoices created by mistake before approval, ensuring they are removed completely without leaving any accounting or tax impact.
3. Download PDF: Used to download the selected invoices as PDF files in one action. After downloading, they will appear on your device inside a compressed ZIP file.
4. Revert to Draft: Used to return the selected invoices from Approved status back to Draft, allowing you to edit their details or correct any errors before approving them again.
5. Send to Client: Used to send the selected invoices to their respective recipients via email or WhatsApp in one batch. This is helpful for collection follow-ups or sending monthly invoices to multiple clients at once.
6. Finalize: Used to approve the selected invoices in one action and convert them from Draft status to finalized status.



How to change the invoice status?

To change the status of an invoice, follow these steps from the Table view:

• Open the invoice From the invoice list, make sure you’re in Table view, then click on the invoice you want to update.



• Update the status Click on the Revert to Draft at the top, to change the finalized status.



Click on the finalized button at the top to change the draft status.



Additional Information

Following these steps, you can efficiently create and send invoices using Wafeq, ensuring a smooth and professional billing process.