Creating a sales invoice

English Template (5) (1).png Creating and sending invoices in Wafeq is simple, efficient, and fully compliant with local invoicing regulations in MENA including those in 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.

How to create an invoice?

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 in which you want to issue the invoice.

The system will default to your company’s base currency, but you can change it if needed for international customers.

Invoice Date: Choose the date the invoice is issued. This sets the billing date and affects financial reports.
Due Date: The deadline for payment. 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.

To add a new project from the same screen, just click on “Add a project” and write its name in the field then press Enter to add and select it.

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

This field becomes mandatory if you add at least one tracked item to the invoice. If all items are untracked, the warehouse field will remain optional.

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)

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 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 just write a free-text description of the service or product.

You’ll then fill in the other details manually, like 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, 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: Choose the appropriate revenue account for this line item (such as Sales or Service Revenue) so the income appears correctly in financial reports.
Cost Center: Enter the relevant cost center, this helps with classification, filtering, and generating accurate reports.

To add a new cost center from the same screen, just type its name in the field then click on “Add cost center”, then click “Save”.

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”.

When you add a new line, Wafeq automatically inherits the revenue account, tax rate, and cost center from the line above. This speeds up data entry when adding similar items. Of course, you can always adjust any of these fields manually if needed.

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.

Example 1: Prices include tax (inc. tax)

When the setting is set to inc. tax, the prices you enter in each line item already include VAT.

💡 For example:

You entered 100 × 50 = 5,000 SAR
But this includes VAT (15%)
Wafeq calculates that 5,000 SAR includes approx. 652 SAR VAT, and the rest (about 4,347 SAR) is the net amount.

The same goes for the second line:

100 × 5 = 500 SAR (includes VAT)
VAT is approx. 65 SAR, net amount is 435 SAR

In this case, totals appear as:

Subtotal: 4,782.61
Total VAT: 717.39
Total: 5,500.00

Example 2: Prices exclude tax (exc. tax)

When the setting is set to exc. tax, the prices you enter are considered before tax, and VAT is added on top.

💡 For example:

You entered 100 × 50 = 5,000 SAR net
VAT is added as 15% = 750 SAR
Final amount = 5,750 SAR

Same goes for second line:

100 × 5 = 500 SAR net
VAT is 75 SAR
Final amount = 575 SAR

In this case, totals appear as:

Subtotal: 5,500.00
Total VAT: 825.00
Total: 6,325.00

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.

Example:

Returns or disputes must be reported within 7 days of receipt.

This note will appear on every invoice by default, unless you manually change or remove it while editing a specific invoice.

2. Signature:

This is the Signature that appears in the last part on 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 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 prefer it.
Attachments: Upload Attachments 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.

You don’t need to complete all required fields in order to save the invoice as a draft, feel free to save your progress at any point and return to it later.

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 instantly filter and find specific invoices.
Sort: Click to arrange invoices by date, customer name, amount, and more, helpful for prioritizing 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.

Available actions on the Sales Invoice

From the invoices list, make sure the view is set to Table, then click on the required invoice.

Copy: Use the "Copy" button to create a new copy of the current invoice. An identical copy is created in Draft status, allowing you to edit it if needed before finalizing.
Print / Download: Use the Print / Download option to obtain a copy of the invoice in PDF format or to print it directly.

Click the More actions (⋮) icon at the top of the invoice to view the additional available actions.

Delivery Note: Use the Delivery Note option to convert the sales invoice from Finalized status to a delivery note, when you want to document the delivery of products to the customer after the invoice has been finalized.
Change status to Draft: Use the Change status to Draft option to revert the invoice from Finalized to Draft, allowing you to edit the invoice details or correct any errors before finalizing it again.
- When the invoice is in Draft status, the Finalize option appears instead, allowing you to convert the invoice from Draft to Finalized.
Void: Use the Void option to cancel a finalized invoice, so it is no longer processed or counted for accounting or tax purposes, while keeping it as a record in the system.
This is the recommended option if you need to modify or remove an invoice while your account is connected to a tax authority, such as the Zakat, Tax and Customs Authority (ZATCA) in Saudi Arabia or the Federal Tax Authority (FTA) in the UAE.

To send the invoice to the customer via WhatsApp or email, refer to the guide How to send an invoice to a customer.

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 “Invoices” under “Sales” from the main menu, then 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?

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.
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.
Copy : Use the "Make a Copy" button to create new copies of the current invoices. Identical copies are created in Draft status, allowing you to edit them if needed before finalizing.
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.
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.
Send to Customer: 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.
Finalize: Used to approve the selected invoices in one action and convert them from Draft status to finalized status.