# Every invoice right the first time

For finance teams invoicing in Saudi Arabia, Oman and the UAE. Agents check every invoice against the rules of the country it is issued in, send it through your provider and write the answer back, inside the systems you already run.

[Talk to the team](https://qantara.systems/contact) / [Read the thesis](https://qantara.systems/original/thesis)

Every invoice checked before it is sent. Each invoice passes three checks on its way to your provider. One fails on the buyer's details, goes back to your team with the reason, and passes once fixed.

A rejected invoice is cash that waits. We put agents on the checks before an invoice leaves and the corrections after, so the cash keeps moving.

## What the agents do around every invoice

Four teams in finance handle an e-invoice: the one that issues it, the one that knows the rules, the one that receives supplier invoices and the one that closes the month. Agents work alongside all four, inside your ERP and your e-invoicing provider.

### Accounts receivable: Nothing leaves that the authority would send back

How many invoices come back rejected, and who fixes them?

- **Check every invoice before it leaves.** The agent checks the buyer's tax number and address, the tax category and rate, and the totals and rounding, against the rules of the country the invoice is issued in.
- **Hold what would be rejected, and say why.** If something would fail, the invoice is held back. Whoever can fix it, in billing, sales operations or account management, gets the field, the rule it breaks and what to change.
- **Issue credit notes against the original.** Every credit or debit note points to the invoice it corrects and gives the reason. Leaving either out is a common reason a credit note is sent back.
- **Report counter sales on time.** Simplified invoices from branches and counters are reported within the window the authority sets, instead of piling up until the end of the month.

### Tax and compliance: Each company on its own rules, from its own date

Which of our companies is in scope, from when, and under which rules?

- **Map every company in the group.** For each legal entity: its country, revenue band, mainland or free zone, the date it has to be live and the provider it uses. Worked out with your tax adviser and kept in one place.
- **Keep the checks up to date.** When an authority publishes a new rule, a new field or the next wave, the checks are updated before the date, and every change is logged.
- **Watch certificates and providers.** Each invoicing unit signs with a cryptographic stamp that expires. The agent tracks when, and which provider each company is appointed to, so nothing lapses unnoticed.

### Accounts payable: Supplier invoices matched before they are paid

Does every supplier invoice match the order and the delivery before anyone pays it?

- **Read supplier invoices as data.** Structured invoices are read line by line, instead of someone re-typing a scan into the ERP.
- **Match the order and the delivery.** Quantities, prices and tax are checked against the purchase order and the goods receipt.
- **Check the supplier's tax details.** The tax number, category and amount are checked, so the input tax you reclaim is backed by a valid invoice.
- **Query what does not match.** The supplier gets the line, the difference and the credit note you need, on the channel they use. Everything that matches is posted for the payment run.

### Accounting: The ledger, the provider and the VAT return agree

Does our VAT return match what the authority already has?

- **Reconcile the ERP with the provider.** Every invoice posted has an answer from the provider, every answer belongs to an invoice, and anything still pending has a name next to it.
- **List the exceptions every morning.** Rejected, pending and unanswered invoices, company by company, with who owns each one and why, before the day starts.
- **Build the VAT return from what was reported.** Sales and output tax come from the invoices the authority has already seen, so the return matches the records it holds.
- **Keep the file for the auditor.** Every check, hold, correction and answer is kept by company, ready for a tax audit or a question from the authority.

## With your customers and suppliers

E-invoicing changes what you need from the companies you trade with, and what they ask of you. Agents handle those conversations on WhatsApp and email, in Arabic and English, and keep every reply on the record.

- **Customer details, collected before your date.** Every e-invoice needs the buyer's correct tax number and address. The agent asks each customer for them, checks the format and updates the customer record in your ERP, well before the first invoice has to go out. Every customer record complete before your date.
- **Suppliers moved onto e-invoices.** Some suppliers will keep sending PDFs and paper. The agent tells each one how to send you an e-invoice instead, follows up until they do, and lets your payables team know who is still outside. Your supplier list, moved over one supplier at a time.
- **Customers' questions about their invoices.** Where is my invoice, can you send it again, which tax number did you use, why is the amount different? The agent answers from the invoice record, on the channel the customer used, and passes anything unusual to your team with the conversation. Answered in the customer's language, with the right copy attached.
- **Disputed invoices, closed properly.** Once an e-invoice is accepted it cannot simply be cancelled. When a customer disputes a price or a quantity, the agent gathers the order, the delivery note and the conversation, sends the case to the account manager, and drafts the credit note once it is agreed. Every dispute on the record, from the first message to the credit note.

## How it works in e-invoicing

01 **Embed.** Our engineers sit with billing, tax and payables and go through a month of invoices with them: what came back and why or, for a company whose date is still ahead, what its new rules would send back. Sorted by reason, that becomes the baseline and shows where to start.

02 **Build.** An agent reads each invoice as it is posted, checks it against the customer record and its country's rules, sends it through your provider and writes the answer back onto the invoice in your ERP. Nobody logs into a portal to find out what happened.

03 **Scale.** Everything each invoice used and produced stays on one record. Credit notes, supplier invoices and the month end build on it, and so does the next company in the group, under its own country's rules.

04 **Measure.** Rejected invoices, hours spent on corrections and days from delivery to an accepted invoice, each against the month before we start, reviewed with your finance team.

## One group, three sets of rules

In Saudi Arabia a business invoice is cleared by the authority before the buyer receives it. In the UAE and Oman it travels between accredited providers, and its tax data is reported to the authority on the way. Each company in your group is checked against its own country's rules, on its own date.

One group, three countries' rules. One agent checks each invoice against its own country first. Then the routes part: cleared by the authority, or passed from provider to provider.

## Built around the systems you run

Nothing has to be replaced to start. Agents work inside your ERP and the e-invoicing provider each company already uses, and write every answer back where your team looks.

- ERP and accounting
- E-invoicing providers
- Banking feeds
- Spreadsheets
- Email
- WhatsApp Business
- Customer and supplier portals
- Shared drives

## What finance teams ask us

**Do you replace our e-invoicing provider?** No. Your provider, or the solution you already integrated with the authority, keeps signing and sending. The agent works in front of it, checking each invoice before it goes, and behind it, writing each answer back into your ERP.

**Which countries do you cover?** Saudi Arabia, Oman and the UAE: any company in your group that invoices there, each checked against its own country's rules and format, from its own date. Other countries are added when their rules are published.

**What happens when a rule changes?** The checks change, not your ERP. The change is drafted when the authority publishes it, approved by your tax lead, logged, and live before the date it applies from.

**Who fixes an invoice that is held?** Whoever owns the data. The agent names the field, the rule and the fix and sends it to billing, sales operations or the account manager. Where the fix changes a customer record, a person approves it first.

**Our companies are in free zones. Does this apply to them?** Often, yes. Scope follows the legal entity and what it supplies, not only where it is licensed. We map each company with your tax adviser before anything is built: in scope or not, from which date, through which provider.

**Can agents check our supplier invoices too?** Yes. Supplier invoices arrive as structured data, and the agent matches each one to the purchase order and the goods receipt before it is posted, so the tax you reclaim sits on an invoice that matches.

**Do agents send anything to the authority on their own?** Only what passes the checks you approved, through your provider. Anything above your threshold waits for a person, and every submission is logged with what was sent and what came back.

## E-invoicing in your industry

- [Logistics and freight](https://qantara.systems/solutions/logistics): Quotes, bookings, customs and delivery, on time.
- [Distribution and trading](https://qantara.systems/solutions/distribution): Orders confirmed, delivered and collected.
- [Automotive and heavy equipment](https://qantara.systems/solutions/automotive): Bookings, parts and customers followed up.
- [Manufacturing and industrial](https://qantara.systems/solutions/manufacturing): Suppliers, schedules and the line kept moving.

## Start with last month's invoices

Tell us which company in your group has the next date, or where invoices come back most often. Our engineers take it from there, on site.

[Talk to the team](https://qantara.systems/contact) / [Email us](mailto:hello@qantara.example)

Muscat and across the Gulf

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