Guide to E-Invoice Statuses After ZATCA Submission: Alerts, Rejection Reasons, and Corrections

Explanation of E-Invoice Alert Statuses After Submission to ZATCA and How to Handle Them

After enabling e-invoicing, the Qoyod system automatically sends issued invoices to ZATCA.
During this process, different statuses and alerts may appear on the invoice, and each status has a different meaning and action.

Before taking any action, first identify the invoice status and the alert color displayed on it.

First: Invoice Status “Sending” or “Processing”

What does this status mean?

• It means the invoice was issued correctly within Qoyod.

• And it was technically sent to the authority, but it has not yet received an acceptance response or comments.

Is the invoice compliant?

• Yes, it is considered a compliant and valid invoice.

• The Qoyod system is committed to sending it to the authority within a maximum period of 24 hours.

When do I need to take action?

• If the status continues for more than 24 hours without changing to:

  • Successfully received

  • or Received with alerts

• Here you should:

  • First try these steps: Verify the connection status with the authority (Settings > Electronic Link and then Connection with ZATCA, and if the connection is functioning normally, collect the invoice number and establishment number and escalate to an agent

⚠️ It is not recommended to attempt to modify or reissue the invoice during this period.

Second: Alert Colors and Their Meanings

Green Alert, “Successfully Received”

• The invoice is fully accepted by the authority.

• There are no comments or errors.

• No action is required.

Yellow Alert, “Received with Alerts”

What does it mean?

• The invoice is accepted and compliant.

• There is no error.

• There are no penalties or violations.

• It does not affect the tax return.

What is the cause of the alert?

• An advisory alert from the authority regarding:

  • Future updates

  • Upcoming new requirements

Do I need to take action?

• No.

• Just ensure compliance with these notes in future invoices.

The invoice in this status is final and correct.

Red Alert, “Rejected”

What does it mean?

• The invoice was not accepted by the authority.

• There is an error that must be corrected.

What exactly should I do?

1. Enter the invoice.

2. Click View.

3. Read the error message displayed at the top of the invoice.

4. If you want more details about the error, download the invoice in XML format by clicking View next to the invoice and downloading from the bottom of the page, then upload it to the authority’s website:
   https://sandbox.zatca.gov.sa/compliance

5. General note on tax invoices: If the invoice is a tax invoice (not a simplified tax invoice), and the authority status is “invoice error,” the system automatically creates a credit note and links it to the invoice. No manual action is required from the customer to create the credit note in this case.

6. Execute the following steps in order if the invoice is a simplified tax invoice:

   • Issue a credit note to reverse the invoice.

   • Correct the cause of the error (such as date, tax data, etc.).

   • Reissue a new correct invoice.

⚠️ You cannot modify the same rejected invoice.
⚠️ You cannot resubmit it after correction.
⚠️ The solution is always through a credit note followed by a new invoice.

Most Common Rejection Reasons and Their Direct Solutions:

• Invoice date is in the future: The authority rejects any invoice with a date newer than today’s date. Solution: Credit note followed by a new invoice with today’s date or an earlier date.

• Incorrect or missing VAT number: Ensure that the VAT number in the establishment settings matches the authority’s record (15 digits).

• Incompatible invoice type: Verify the invoice type (tax or simplified) based on the invoice amount and buyer type (establishment or individual).

• Missing buyer information: In full tax invoices, you must fill in: buyer name, address, and VAT number. Verify customer information before issuing the new invoice.

• Tax calculation error: Ensure the applied tax rate is correct (15%) and that the totals are consistent.

If the rejection reason is not from the list above: Ask the customer to provide the error message displayed when viewing the invoice, and based on it, guide them to the solution or escalate to an agent with the error message text.

Third: “Resubmit to ZATCA” Button

When does this option appear?

• It appears only with:

  • New invoices

  • That do not meet the status criteria

• This is a recent feature in Qoyod.

When does it not appear?

• It does not appear with:

  • Old invoices issued before this feature was launched.

  • Invoices currently processing.

  • Rejected invoices.

If the button does not appear on an old invoice:

• Ask the customer for the invoice number and establishment number (from Settings > Subscription Settings).

• Then escalate the conversation to an agent, noting that the invoice is old and the resubmit button is not visible.

Fourth: How to Verify Error Details Accurately

From within Qoyod:

• Enter the invoice.

• Click View.

• Check the error or alert message at the top of the invoice.

Using an XML file (for diagnosis only):

• Download the invoice in XML format.

• Upload it to the authority’s website:
  https://sandbox.zatca.gov.sa/compliance

This step:

• is optional

• diagnostic only

• helps clarify the error

• does not replace correction within the system

Fifth: Permissions Related to Displaying Invoice Errors

• Any user with permission to view invoices:

  • can see alerts and errors.

  • can access the error message by viewing the invoice.

• There are no additional permissions specific to ZATCA errors.

Sixth: QR Code Not Appearing in Sales Invoices

Possible Causes and Solutions:

• E-invoicing is not enabled: Settings > General Settings > Enable Electronic Invoicing in Compliance with Saudi Regulations > Save.

• Invoice is in draft status: QR Code appears only on invoices with “approved” status. Approve the invoice first.

• The custom template does not contain a QR element: Settings > Sales Invoice Settings > Open Tax Invoice Designer > Add QR Code element from Document Details > Save Template.

• It is a purchase invoice, not a sales invoice: According to authority guidelines, the QR code appears only on sales invoices and credit notes, not on purchase invoices and debit notes.

If the customer has tried all steps and the QR code still doesn’t appear:

• Ask them: Is the account new or old? And what type of invoice is it (tax/simplified)?

• Request the establishment number and a specific invoice number where they encountered the issue.

• Escalate to an agent with a summary of the problem and the collected data.

Quick Summary Based on Your Question

• Invoice is processing?
  Wait up to 24 hours. If not resolved: escalate to an agent with the invoice number and establishment number.

• Yellow alert?
  No action required, the invoice is correct.

• Red alert?
  Credit note → Correct → New invoice.

• Resubmit button not visible?
  Invoice is old → Contact support.

• Want to understand the error clearly?
  Review the error message or use XML for diagnosis.

• QR code not appearing?
  Ensure: E-invoicing enabled + Invoice approved + QR element in template. If not working: collect the establishment number and invoice number and escalate to an agent.

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