E-Invoice System

E-Invoice System Overview

The E-Invoice system in your dashboard simplifies the process of creating and sending invoices to your customers. It features two primary sections:

Create Invoice: for generating and sending new invoices.
Invoice History: for tracking, filtering, and managing existing invoices.

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No API integration is required – all operations are managed directly within the Dashboard.

Create E-Invoice

The Create E-Invoice screen presents a form where you input customer and invoice details.

Customer Information

The following table outlines the customer details required for invoice creation:

Field	Requirement	Description
Customer Name	Required	Full name of the customer.
Customer Email	Required	The email address where the invoice will be sent.
City	Required	Customer’s city.
Customer Address	Required	Full billing address.
Customer VAT	Optional	Customer’s VAT ID (if applicable).
Send by	Required	Choose the method to send the invoice (e.g., Email, SMS).
Mobile Number	Required	Customer’s mobile number (prefilled with +966 for KSA).

Invoice Summary (Right Panel)

This section automatically calculates invoice totals:

Summary Item	Description
Total Items	The total number of products or services.
Subtotal (without VAT)	Sum of items before tax is applied.
VAT amount	Tax calculated based on the VAT percentage.
Subtotal (with VAT)	Total sum including VAT.
Shipping	Any applicable shipping charges.
Discount	Any applied discount.
Grand Total	The final amount due for payment.

Invoice Items

Click + Add new item to include products or services. Each item requires the following details:

Product Name / Product Description: Name or description of the product or service.
Quantity: Number of units.
Discount: Any discount applied to the item.
Unit Price: Price per unit.
Price: Total price for the item (Quantity x Unit Price - Discount).

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You can add multiple products to a single invoice.

Additional Invoice Options

Option	Description
Description	Add extra notes, e.g., “Tax invoice for online purchase.”
Shipping charge	Enter delivery fees if applicable.
VAT (%)	Enter the VAT percentage (defaults to 0 if not applicable).
Discount (SAR)	Enter any discount value to apply.

Final Step

Once all fields are completed:

Click Save and Send: The invoice will be generated and automatically sent to the customer.
Click Reset: Clears the form to start over.

Invoice Details

Once an invoice is created and sent, merchants can view its full details inside the dashboard. This section provides all the information about the transaction, seller, buyer, and totals.

General Information

Basic details of the invoice, including invoice number, creation date, and time.

Seller Information

Information about the merchant issuing the invoice (name, email, phone number, address, VAT ID).

Buyer (Payer) Information

Details of the customer who will receive and pay the invoice (name, email, phone number, address, VAT ID).

Product / Item Details

List of items or services included in the invoice, showing unit price, quantity, and total amounts.

Invoice Totals

A summary section displaying subtotal, VAT value, shipping charges, discounts, and the grand total.

Actions

Options for refreshing or managing the invoice (e.g., resend invoice, download copy).

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Note If the customer completes payment via the invoice link, the status in Invoice History will automatically update. Merchants can resend the invoice to the customer from Invoice History → Actions.

E-Invoice History

The E-Invoice List section allows merchants to view and manage all previously created invoices.

Filter Options

Filter Option	Description
Invoice Date	Search invoices by a specific date range.
Invoice ID	Search using a unique invoice reference.
Customer Name / Mobile	Filter invoices by customer name or mobile number.
Invoice Status	Filter by payment status (e.g., Pending, Paid, Cancelled).

Invoice Table Columns

Column Name	Description
Invoice ID	Unique reference for each invoice.
Customer	Name of the customer.
Email	Customer’s email address.
Mobile Number	Customer’s phone number.
VAT ID	Customer VAT number (if provided).
Send By	Method of delivery (Email / SMS).
Payment Status	Indicates if the invoice is Paid, Pending, or Failed.
Amount	Total amount of the invoice.
Status	Current state of the invoice (e.g., Active, Cancelled).
Date-Time	Timestamp when the invoice was created.
Notification Status	Indicates whether the customer was notified.
Actions	Options to manage the invoice (view, resend, cancel).
Show Invoice	View detailed invoice information.

Dashboard User Guides

To help you effectively navigate and utilize the EdfaPay E-Invoice System, detailed user guides are available in both English and Arabic. These resources provide step-by-step instructions on creating, managing, and tracking invoices within your dashboard.

Language	Download Link
English	Dashboard Guide
Arabic	دليل لوحة التحكم

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Tip for Merchants: Invoices are automatically linked with your transactions in EdfaPay. When the customer completes payment, the invoice status will automatically update in Invoice History.
Once an invoice is cancelled, it can no longer be opened, copied, or accessed through its public link. If anyone attempts to open a cancelled invoice in a browser, an error message will appear indicating that the invoice has been cancelled.