New System, Integration or Fix? How to Choose the Right ZATCA E-Invoicing Solution for Wave 25
Wave 25 brings far more Saudi businesses into ZATCA Phase 2. There are three ways to get compliant, and the right one depends on how you invoice today. This guide compares them and gives you a checklist to choose a provider.
ZATCA has announced Wave 25 of the Phase 2 Integration Phase. Every VAT-registered business whose taxable revenue passed SAR 187,500 in any year from 2022 to 2025 must connect its invoicing to the Fatoora platform by 1 February 2027. The threshold is half of Wave 24, so many small businesses, clinics, cafés, shops and contractors are now in scope for the first time.
Once you know you are in scope, the next question is how. There are three common paths, and choosing the wrong one costs time: replacing software that could have been connected, or paying for a new system when your current one only needs its errors fixed.
This guide explains the three paths, who each one suits, and the questions to ask before you choose a provider.
First, confirm whether Wave 25 applies to you
The scope is based on revenue subject to VAT in any single year from 2022 to 2025, not only on this year's turnover. A business that crossed SAR 187,500 in 2023 and dropped below it later is still in scope. ZATCA notifies the businesses in each wave, and you can confirm your status on the Fatoora portal.
- Check your VAT-taxable revenue for 2022, 2023, 2024 and 2025.
- If any one year passed SAR 187,500, plan to integrate by 1 February 2027.
- List every place that issues invoices: branches, POS terminals, online store, accounting system.
- Make sure someone in your company can log in to the Fatoora portal.
Path 1: a new invoicing system with ZATCA built in
Best for businesses that invoice from Excel, Word, a basic Phase 1 app or handwritten books. A hosted system with ZATCA already integrated is the fastest route. There is nothing to install, invoices are compliant from day one, and you can add accounting, inventory and point of sale when you need them.
- Suits small businesses, freelancers, clinics, cafés and service companies.
- Can be set up quickly, often within one day once you have portal access.
- Arabic and English invoices with your own branding.
- Grows with you: purchases, VAT reports, stock and POS can be added later.
Path 2: connect the system you already use
Best for businesses that already run on ERPNext, Odoo, a point-of-sale system, custom software or an online store. Replacing a system your team knows well is expensive and risky. Connecting it to ZATCA keeps your workflows the same, while invoices are signed and sent to ZATCA in the background.
- ERPNext and Odoo: connected directly to ZATCA.
- POS and custom software: connected through an API and fully tested.
- Salla, Zid and Shopify stores: orders flow into compliant invoices automatically.
- Previous data, such as customers, items and invoices, can be imported if needed.
Path 3: fix an integration that is not working
Some businesses are already connected but see rejected invoices, warnings or expired certificates. Starting again is rarely needed. In most cases a few root causes, such as customer data, rounding or device setup, explain most of the problems.
- Review of rejected invoices and warnings.
- Fixes at the source, so the same errors stop coming back.
- Certificate renewal and re-onboarding of devices.
- Ongoing monitoring of every invoice.
10 questions to ask any ZATCA e-invoicing provider
Whichever path you choose, these questions separate a real Phase 2 solution from one that only prints a QR code.
- Is it fully integrated with the Fatoora platform (Phase 2), not only a QR code?
- Who fixes rejected invoices and warnings: you or the provider?
- Are certificate renewals included and tracked?
- Are invoices available in Arabic and English with your branding?
- Does it support multiple branches, devices and users?
- Can it connect to your current ERP, POS or online store?
- Is every invoice monitored automatically after go-live?
- Who updates the system when ZATCA changes its rules?
- Can you export your data at any time?
- Is support available in Arabic and English from real people?
Work back from the deadline
1 February 2027 is the date you must be live, not the date to start. Leave time for portal access, testing different invoice types and training your team, and avoid going live during your busiest season.
- Now: confirm scope and list all invoicing systems.
- Next: choose your path and provider.
- Then: onboard, connect and test standard, simplified and credit note invoices.
- Before the deadline: go live, train staff and monitor the first weeks closely.
How CODEXTERS helps
CODEXTERS offers all three paths: a hosted invoicing system with ZATCA built in, integration of your current ERPNext, Odoo, POS, custom software or online store, and fixes for integrations that are already live. Our team has more than 10 years of ERP experience, and every plan includes setup, certificate renewals, fixes for rejected invoices, and updates when ZATCA changes its rules.
Not sure which path fits? Message us on WhatsApp at +966 57 343 2877. In a free 15-minute check we confirm your deadline and recommend the right setup, in English or Arabic.
Frequently asked questions
Who is included in ZATCA Wave 25?+
VAT-registered businesses whose revenue subject to VAT exceeded SAR 187,500 in any year from 2022 to 2025. ZATCA notifies the businesses in the wave directly.
What is the Wave 25 deadline?+
Businesses in Wave 25 must integrate their e-invoicing solution with the Fatoora platform by 1 February 2027.
Do I need to buy new software for ZATCA?+
Not always. If you already use ERPNext, Odoo, a POS system, custom software or an online store, it can usually be connected to ZATCA. A new system is the better choice if you invoice from Excel, Word or a basic app.
How long does ZATCA integration take?+
A hosted invoicing system can often be set up within one day once you have Fatoora portal access. Connecting an existing ERP, POS or custom system takes longer, depending on the system and the testing needed.
Is a QR code on my invoice enough?+
No. A QR code was the Phase 1 requirement. Phase 2 requires invoices in ZATCA's format, signed by your system and cleared or reported through the Fatoora platform.
Can I get advice before choosing?+
Yes. Message CODEXTERS on WhatsApp for a free 15-minute check. We confirm whether Wave 25 applies to you and which path fits your business.
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