How to Design and Customize Invoices and Business Documents: Templates, Language, Print Size, and ZATCA Compliance

The Qoyod system allows you to design and customize all commercial documents yourself in a way that suits your business, and we also provide professional design services at a paid rate by the Qoyod team, with the ability to verify that the design complies with ZATCA (General Authority of Zakat and Tax and Customs) requirements before use.

The documents available for customization include:

• Sales invoices
• Purchase invoices
• Simplified invoices
• Quotations
• Purchase orders
• Payment vouchers
• Credit notes
• Debit notes
• Manual accounting entries

First: Accessing the New Document Designer

To access the new designer, follow this path:

1. From the sidebar menu, select Settings
2. Then General Settings
3. Choose settings for the document you want to design from the top menu, which includes:
   • Sales invoice settings
   • Purchase invoice settings
   • Simplified invoice settings
   • Quotation settings
   • Purchase order settings
   • Payment voucher settings
   • Credit note settings
   • Debit note settings
   • Manual accounting entry settings
4. At the bottom of the page, you will see “Try the New Designer” and if you are already using the new designer, you will see the option “Open Designer” — click on it.

Second: Basic Options in the New Designer Located Beside the Design

1) Document Language

You can choose:

• Arabic
• English

And you can create a document in both languages simultaneously by:

• Selecting one language
• Then manually adding the translation inside the design (example: Product Name / اسم المنتج)

2) Templates

• Qoyod provides 5 ready-made templates
• You can:
  • Use them directly
  • Or edit them as you prefer
• You can also start with a blank design from scratch

3) Paper Size

• A4
• A5
• 80 mm

Header and Footer Designer for Commercial Documents

The document designer allows you to customize the header and footer for each type of commercial document independently, with settings applied to all document pages without overlapping the content.

Key Features

Page Header

• Add the company logo with control over its size and position
• Insert company name, address, and contact information
• Set the document title (such as: “Tax Invoice” or “Credit Note”)
• Add free text fields such as tax number or commercial registration number

Page Footer

• Insert legal, banking, or any custom content
• Option to add a visual separator between the footer and document content

General Properties

• Each element can be independently aligned (left, right, or center)
• Settings are applied to each document type separately
• The header and footer appear on all document pages without overlapping the content
• Live preview feature before saving
• Header and footer are fixed on all pages

Designer Screen Layout When Opened

When you enter the designer, you will find the screen divided into three main areas from top to bottom:

1. “Page Header” Area (at the top)

An edit box containing a formatting toolbar (bold, italic, color change, alignment, etc.).

Inside this area you can add:

• The company logo on one side
• Company information arranged next to it (name, address, tax number, any additional information)

2. Invoice Content Area (in the middle)

Contains:

• Document type
• Customer information (name, address, tax number)
• Invoice details (number, issue date, due date, amount due)
• Items table with prices, quantities, and tax
• Totals and amount in words
• Terms and conditions

3. “Page Footer” Area (at the bottom)

Another edit box with a similar toolbar, where you can add anything you like, such as: QR code, legal text, bank details.

Options Window Before Saving

When you finish designing and want to save it, a window titled “Options” will appear containing four dropdown menus to adjust document settings:

• Language
• Templates
• Page size
• Orientation

Buttons at the bottom of the window:

• “Preview” button, displayed in a distinctive frame — click it to see what the final document will look like before approving it
• “Save” button, to finalize the design

Third: Available Menus Inside the Designer

“File” Menu

• New document: To start designing an invoice from scratch.

• Restore last draft: To return to the last saved version of the design, used for the same template during the design process, and you cannot restore a version after saving or for another template.

• Preview: To display the invoice as it will appear after printing or sending.

• Print: To print the invoice directly.

“Edit” Menu

• Undo: To undo the last action.

• Redo: To redo the action that was undone.

• Cut: To cut part of the content.

• Copy: To copy part of the content.

• Paste: To paste the copied content.

• Paste as text: To paste content as plain text without formatting.

“View” Menu

• Visual aids: To enable tools that help with visual formatting.

• Show invisible characters: To display spaces, tabs, and other characters.

• Show blocks: To display hidden divisions to know formatting locations.

• Preview: To preview the invoice.

• Fullscreen: To display the designer in fullscreen mode.

“Insert” Menu

• Link: To add hyperlinks.

• Horizontal line: To add a dividing line (important for closing the invoice according to ZATCA requirements), note that its color cannot be changed.

• Page break: To divide the invoice into multiple pages.

• Non-breaking space: To add a space that cannot be broken.

• Date and time: To add the date and time of the transaction (according to ZATCA requirements).

“Format” Menu

• Various formats: Apply formats such as bold, italic, underline, strikethrough, superscript, subscript, symbol.

• Formats: Apply pre-made formats.

• Blocks: Format text blocks.

• Font types / Font sizes: Choose font type and size.

• Alignment: Set text alignment (right, left, center, justify).

• Line height: Control the spacing between lines.

• Text color / Background color: Change text or background color.

• Clear formatting: Remove all applied formats.

“Tools” Menu

• Word count: To count the number of words in the document.

“Table” Menu

• Table: Options related to the table as a whole.

• Cell: Options for formatting cells.

• Row: Options for formatting rows.

• Column: Options for formatting columns.

• Sort: To sort data inside the table.

• Table properties: To modify table properties.

• Delete table: To delete the table.

“Help” Menu

• Help: To access help and support.

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Fourth: Adding Invoice Data by Clicking the (…) Button Next to the Toolbar — You Can Add the Following Data in Invoice Design So It Appears When Exporting and Printing:

This is the most important point in design. When you want to link any field in the invoice to system data (so it updates automatically with each invoice):

Place your cursor where you want to add the data, then click the (…) button in the toolbar. The following menus will appear:

1) Organization/Entity

• Entity name
• Logo
• Address
• Tax group number
• Additional identifiers
• Tax number
• Entity email
• Phone

2) Party (Customer / Vendor)

• Name
• Primary phone
• Alternative phone
• Primary email
• Alternative email
• Tax number
• Billing address
• Shipping address
• Reference number
• Additional customer identifiers
• Entity name

3) Document Details

• Document type
• Reference
• Status
• Issue date
• Due date
• Delivery date
• Location
• Description
• Amount due
• Total before discount
• Discount
• Total before tax
• Tax amount
• Payment account
• Amount paid
• Total
• Performance bond
• QR Code image
• Terms and conditions
• Notes
• Invoice type
• Special transactions
• Payment method
• Amount in words in Arabic
• Amount in words in English

4) Rows (Invoice Line Items)

• Row number
• Unit price
• Quantity
• Unit type
• Tax
• Tax %
• Discount
• Total before tax
• Total
• Total before discount

️ Rows must be inside only one table and cannot be repeated.

5) Product Details

• Product name in Arabic
• Product name in English
• Product description
• Barcode
• Serial number
• Product image
• Category name

6) Day and Time

• Day
• Time
  7) Additional Fields

• Fields you previously defined from (Settings → Additional Fields).

How Do You Ensure the Invoice Complies with ZATCA Requirements?

You can verify yourself that your sales invoice design complies with ZATCA (General Authority of Zakat and Tax and Customs) requirements, whether it is a tax invoice or a simplified tax invoice, through the sales invoice designer within the system.

Steps to Access the Sales Invoice Designer

Follow this path within the system:

Settings → General Settings → Sales Invoice Settings

After entering:

• Scroll to the bottom of the page
• Choose:
  • Tax Invoice Designer
  • Or Simplified Tax Invoice Designer
  • Or try the new designer

How to Verify Invoice Compliance

Inside the invoice designer, you will find an informational box next to the design containing the following statement:

“To meet tax invoice requirements, you must add the following items:”

Items are verified as follows:

• Appears next to items added correctly
• Appears next to items not added that must be completed
• An exclamation mark (!) symbol appears next to some items to clarify the requirement or display additional details

Requirements Verified Through the Designer

First: Document Details

• Invoice type
• Issue date
• Special transactions
• Payment method
• Delivery date
• Reference
• Tax amount
• QR Code image
• Total

Second: Entity Information

• Entity name
• Tax number
• Address
• Tax group number

Third: Party Information

• Name
• Billing address
• Reference number
• Tax number
• Tax group number

Fourth: Product Details

• Product name in Arabic

Fifth: Rows

• Unit price
• Quantity
• Discount
• Tax rate (%)
• Tax amount

Important Note

If a checkmark does not appear next to any item, it means the invoice is not compliant with ZATCA requirements, and you must complete the missing items before approving the design or using it to issue invoices.

Adding automatic page numbering in the document designer

You can now add automatic page numbering for each type of multi-page commercial document through the document designer, with the ability to customize the numbering format according to the entity’s preference independently for each document type. Numbering appears uniformly on all pages of the created document.

Steps to Add Page Numbering

Step 1: Open the Document Designer

Enter the document designer for the type of document you want to customize (tax invoice, credit note, etc.).

Step 2: Select the Footer Area

Go to the “Page Footer” area located at the bottom of the designer screen, and place your cursor inside the edit box in the location where you want the page number to appear.

Step 3: Open the “Insert” Menu

From the toolbar at the top of the footer area, click the “Insert” menu.

Step 4: Choose “Page Number”

From the dropdown menu, select “Page Number” — a submenu with available numbering formats will appear.

Step 5: Choose the Appropriate Format

Select the format that suits your entity’s preference from the available options:

• Page 1: Displays the word “Page” followed by the current page number.
• Page 1 of 3: Displays the current page number with the total number of pages in full format.
• 1 of 3: Displays the current page number with the total number of pages in abbreviated format.
• 1: Displays only the current page number.
• -1-: Displays the page number surrounded by two dashes.
• 1/3: Displays the page number and total pages in fraction format.

Step 6: Adjust Alignment (Optional)

After inserting the numbering, you can adjust its alignment (right, left, or center) using the formatting tools in the footer toolbar.

Step 7: Preview and Save

Click the “Preview” button to confirm that the numbering appears correctly on all pages, then click “Save” to apply the setting to the selected document type.

Important Notes

• The numbering setting is applied to each document type separately, giving you flexibility to customize each type according to its requirements.
• Numbering appears automatically on all document pages created without needing to add it manually to each page.

Important notes about the new designer

• Copying design from Excel: You can copy your design from an Excel file and paste it into the new designer. Components are linked automatically; for example, if you have “Quantity: 20”, you can click on product details then quantity to link them. To add/delete a column, place your cursor on the table to see the details.

• Copied images: When copying images from an Excel file, they are not reflected in the new designer. You must add them again manually through the designer.

• *Return to default design:* Settings → General Settings → Document Settings → Scroll down → Click “Default Design” → OK.

• Saving the invoice: To save the invoice, the table must contain product details components (at least one row).

• Repeating row fields: “Row” fields cannot be repeated twice in the invoice.

• Location of row fields: “Row” fields must be within a table.

• Barcode: The barcode is encrypted and must be verified through special applications that comply with ZATCA requirements.

• “Tax Invoice” title: An “Tax Invoice” title must be added for entities registered for VAT.

## Seventh: Golden Rule – Do Not Manually Write Data

**Any data that changes from one invoice to another must be linked to a system field, not written as static text.**

Example of the problem: If you manually write the number “456” in the “Total Before Tax” field, it will appear the same in all invoices regardless of the actual values!

**Solution:** Delete the manually written number, then use the (…) button → Document Details → Total Before Tax. This way it will update automatically with each invoice.

You can design your invoices by reviewing the help content that clarifies all requirements for invoice design, where you can design

• Purchase invoices.
• Quotations.
• Purchase orders.
• Payment vouchers.
• Credit notes and debit notes
• Manual accounting entries

Here is the link to the help content:
https://qas.sr/c8ize

• You can also benefit from the training course on invoice design through the following video:
  Training course link:
  https://youtu.be/iWQr6VH7UF8
• Here is an explanatory video that practically demonstrates how to design invoices, choose templates, and available options to quickly edit the design :
  https://app.storylane.io/share/nnyxrhvg03bh
• When you open the tax invoice designer, a blank page appears where you can design the form from scratch. Or you can choose one of the available templates through the “Templates” option next to the designer.
• We provide you with 5 ready-made templates for designing invoices that you can use and edit.
• You can design and export commercial documents and invoices in either English or Arabic from the language options available next to the designer. You can also design an invoice that includes both languages together by choosing the Arabic language and manually editing the main names in the invoice (such as writing “Product Name” next to “اسم المنتج”)
• You can change the font type and formatting by clicking the formatting icon in the top menu of the designer, and new fonts cannot be added.
• If you have used the new designer and want to return to the default designer, you can do so by going to Settings → General Settings → Document Settings → Scroll down → Click “Default Design” → OK.

Professional Invoice Design Service from Qoyod:
If the customer needs professional invoice design

• You can request a professional design service at:
  230 SAR inclusive of tax per document
  • Design is separate for each document type
  • Invoice, quotation, credit note = each one at an independent price

  How do I request an invoice design service? Mandatory rule for support staff: When a customer requests an invoice design service, direct them immediately to submit the request themselves from within the system using the path below. Do not collect any information from them (name, entity name, contact number, customer status) — the system captures it automatically when the request is submitted, and the specialist team will contact them within two business days.

  • Click on “Professional Services” in the application.
  • Then choose the required service “Invoice Design”
  • Then click “Contact the Team“.
  • After that, the request will be submitted to the specialist team.
  • The specialist team will send an email to the customer to confirm receipt of the request and inform them that they will be contacted and a price quote will be sent.

  Important notes:
  When submitting a service request, the team will contact you within two business days to schedule the service

Common cases:
## Eighth: Common Cases and Solutions

**Total discount does not appear in print:**
1. Settings → Sales Invoices → Enable “Document Total Discount” → Save.
2. Open the designer and add from (…) → Document Details: “Total Before Discount”, “Total Discount”, and “Total After Discount Before Tax”.

**Invoice title is incorrect (for example, you want “Tax Invoice”):**
– In the new designer: Edit the text directly in the title field.
– In the default designer: Disable “Use Default Format” and edit from the header.

**Additional fields do not appear:**
1. Settings → Additional Fields → Sales Invoices → Add the field.
2. Add it to the design from (…) → Additional Fields.
3. Fill it when creating the invoice from the “Additional Information” tab.

**QR code appears on a separate page:**
– Reduce font size inside tables.
– Reduce row height and remove extra spaces.
– Try a larger paper size (A4 instead of A5).
– Use “Preview” before printing.
– Confirm printer settings (margins).

Describing the problem to the customer (in simplified and professional language):
When there is more than one item in the invoice, the total before tax appears correctly within the system, but when printing it displays one fixed number repeated for all items.

The real reason for the problem:
The number displayed in the printout is manually entered in the invoice designer, and is not linked to the system field for total before tax.
In other words:
A fixed number (such as 456) was written in the invoice design instead of using the automatic code/field, so the same number appears in every invoice regardless of the actual values.

The correct solution method:

1. Go to the invoice designer.
2. Find the field where the repeated number appears.
3. Delete the manually written number.
4. Add the correct field for total before tax (not a manual number).
5. Save the design and try printing again.

How to edit and design if you are using the default designer:

After entering Settings → General Settings → Selecting Document Settings from the top options
– Remove the check mark from “Use Default Format”

– You can choose the language
– Paper size A4 or A5
– Spacing style (compact or wide)

– Page header
You can design the invoice and add data and edit any required data, and you can add any data by placing your cursor in the location where you want to add the data and then clicking in the toolbar:

a- Entity to add entity data: Name, Logo, Email, Phone, Tax Group Number, Additional Identifiers (such as registration number, 700 number, etc.).
– Party to add party data: Name, Primary Phone, Alternative Phone, Primary Email, Alternative Email, Customer Tax Number, Billing Address, Shipping Address, Reference Number, Additional Customer Identifiers, Entity Name
– Document Details to add: Document Type, Document Reference, Status “Draft, Approved, Paid, Partially Paid, Pending Approval”, Issue Date, Amount Due, Terms and Conditions, Notes, Description, Payment Account, Due Date, Payment Method
– Day and Time to add: Day, Time
– Additional Fields to add: Additional fields for the document

And then you can add or remove columns displayed for the product table and document details as follows:

Displayed Columns

Rows

Row number

Product details

Product image

Product name in English

Product name in Arabic

Serial number

Product description

Barcode

Category name

Unit details

Quantity

Unit type

Unit price

Debit

Location

Financial Details

Tax

Tax %

Discount

Total Before Tax

Total

And then you can add any data at the bottom of the page and then Save.

Important notes:

You cannot control the location of the barcode (invoice barcode or product barcode) or the product table in the default design. If you want to edit the locations of these elements or make broader changes to invoice design, you must use the new invoice and document designer.

Page numbering cannot be added in the designer.

Keywords for inquiries:

• How can I change the appearance of my invoice?
• I need someone to help me with invoice appearance
• I want to design a custom invoice, where do I start?
• Are there ready-made invoice templates?
• I need to edit a credit note design
• How to design quotations
• What are the requirements for designing a purchase invoice?
• How do I adjust quotation formatting?
• Is there someone who can design a professional invoice for me?
• Can I request a ready-made invoice design from you?
• What is the cost of invoice design service?
• How do I edit a ready-made invoice template?
• I need design for quotations and sales invoices
• I could not adjust invoice design
• The designer is unclear to me, I need help editing invoice appearance
• I want the invoice to look organized and professional
• Can I request a ready-made design for invoices?
• Could not adjust quotation, is there someone to help me?
• I want an easy-to-edit template for quotations
• Can I export an invoice in English
• Is there a ready-made design service for invoices?
• I need to edit quotation and sales invoice design but cannot get it to work
• I tried adjusting invoice appearance but the designer is complicated
• Could not set up the logo and information in the quotation
• I need help adjusting invoice appearance
• The designer is unclear to me, whenever I edit the invoice turns out messy
• Is there an easier way to adjust the quotation?
• I need help with invoice formatting
• The design doesn’t look good, what should I do?
• I want to change the appearance of invoices but don’t know where to start
• We request to set sales invoice to display as “Tax Sales Invoice”
• The invoice has more than one page, can we fit them in fewer pages?
• I need design for quotations and sales invoices I cannot adjust them on the designer
  Can invoice language be changed?
• Can I add product image in the quotation when printing?