Type your business name, VAT number and the items sold, and this free invoice generator lays out a tax invoice in the format used in Saudi Arabia, with every figure worked out: the net of each line, 15% VAT on it rounded to the halala, the total in words, and the five-field QR code. The tabs separate the full tax invoice for business buyers from the simplified invoice for consumers, and the third tab holds blank templates. If your business is not registered for VAT, switch on the first toggle and you get a plain invoice with no VAT and no VAT number.
How to create an invoice with the generator
Pick the invoice type from the tabs, then fill in the seller, the customer and the lines. Each line takes a quantity and a unit price, and More details adds a percentage discount per line. The discount comes off the line first, VAT is charged on what is left, and each line's VAT is rounded to the nearest halala before the lines are added up.
Net = Qty × Price − Discount · VAT = ROUND(Net × 15%, 2) · Total = Σ Net + Σ VAT
Tax invoice vs simplified tax invoice
A tax invoice is issued by a registered business to another business and names the buyer; it is the document the buyer needs to reclaim input VAT on its return. A simplified tax invoice goes to an individual consumer at any value, or covers a supply under SAR 1,000, and does not need the buyer's name, according to the invoicing and records guideline of the Zakat, Tax and Customs Authority (ZATCA). Whatever tax invoice template you print or edit, it has to carry these details:
| Detail | Tax invoice | Simplified |
|---|---|---|
| Document title | "Tax Invoice" | "Simplified Tax Invoice" |
| Issue date and time, and a unique sequential number | Required | Date required |
| Seller name, address and VAT number | Required | Required |
| Buyer name and address, and VAT number if registered | Required | Not needed in most cases |
| Description, quantity, price and discount of each line | Required | Description required |
| Rate and VAT per line, taxable amount, total including VAT | Required | VAT amount, or a statement that prices include 15% VAT |
| Language | Arabic, with another language allowed alongside it | |
The Required invoice details checklist under the preview follows these items as you type and flags what is missing for the type you picked. Because Arabic is mandatory, an English-only invoice from this page works for a foreign customer or for your own records; the Arabic version of the generator adds bilingual field labels.
E-invoices: when an invoice from this tool is enough
An e-invoice in Saudi Arabia is produced by a compliant e-invoicing system, not by a PDF or Word file. Phase 1 (generation) requires the invoice to come from a compliant electronic solution and carry a QR code. In phase 2 (integration) the solution sends invoices to ZATCA's Fatoora platform: standard invoices are cleared before they reach the buyer, and simplified ones are reported within 24 hours. Businesses are called to integrate in waves; wave 25 covers anyone whose taxable revenue passed SAR 187,500 in any year from 2022 to 2025, with an integration deadline of 1 February 2027.
That leaves three real uses for this online invoice generator: an unregistered business that needs an ordinary sales invoice, an accountant learning how the invoice is laid out and calculated, and a business checking an invoice received from a supplier. Do not call the output an e-invoice, and do not present it to a buyer as if it came from a compliant system.
The QR code on a tax invoice
A phase-1 code holds five fields, as listed in ZATCA's FAQ: seller name, VAT number, invoice date and time, total including VAT, and the VAT amount. The fields are encoded as TLV (tag, length, value) and converted to a Base64 string that the code is drawn from; the generator does this once the seller name and a valid VAT number are in. A phase-2 code adds the invoice hash, digital signature and public key, which only systems integrated with ZATCA produce. A no-VAT invoice shows no QR code, since the seller has no VAT number.
Invoice template in Word, Excel and PDF
The buttons under the preview give you the invoice you filled in as an A4 PDF, as a Word file you can edit, or as an Excel invoice template with live formulas: a single cell for the VAT rate, ROUND on each line's VAT, and empty rows that already hold their formulas so you can add items. On the Simplified invoice tab there is also an 80 mm thermal receipt for point-of-sale printers.
The Blank templates tab has four files: a blank invoice template as a PDF to print and fill in by hand like an invoice book, a Word table with empty rows, an Excel sheet that works out VAT as you type the quantity and price, and a monthly invoice register that lists invoice numbers, amounts, payments and balances. Each one comes as a tax, simplified or no-VAT version.
Sales invoice, services invoice and freelance invoice
The required details are the same in all three; what changes is how you write the lines. A sales invoice lists goods with quantities, and discounts are common. A services invoice lists visits, hours or project stages, so put the unit in the description ("4 maintenance visits") for the customer to follow it. A marketing or commission invoice has one or two lines: a month of campaign management, or a brokerage commission on a deal. A freelancer who is not registered for VAT switches on "My business is not registered for VAT" and gets an invoice without VAT; a registered freelancer is treated like any registered business. The six example buttons under the lines fill the generator with each case.
A sales invoice from a business not registered for VAT
A business whose supplies are below the registration threshold does not add VAT to its prices or issue tax invoices. Registration is mandatory once taxable supplies exceed SAR 375,000 a year and optional above SAR 187,500, according to ZATCA. With the toggle on, the title becomes "Invoice", the VAT number field and QR code disappear, and a line at the bottom states that the seller is not registered. Add your commercial registration (CR) number and address under More details; they identify your business to the buyer.
Invoice numbering and saving your business details
The invoice number is unique and sequential, and it is one of the required details on a tax invoice. The generator suggests a number with a prefix ("INV-0001"), moves it up by one after each download of a new invoice, and keeps the counter in your browser. Change the prefix or starting number under More details if you already have an invoice book, and do not leave gaps in the sequence without a recorded reason. Your business details (name, VAT number, CR, address and logo) are saved on this device only, ready for the next invoice, and you can switch that off with the same checkbox.
Common tax invoice mistakes
- Charging VAT on the price before the discount, which overcharges the buyer.
- A VAT number missing a digit or pasted with a space, so a QR reader cannot read it. The number is 15 digits, starting and ending with 3.
- Giving a simplified invoice to a business that wants to reclaim its input VAT; it needs a tax invoice in its own name and VAT number.
- Adding VAT on an invoice from an unregistered business.
- Reusing an invoice number, or editing an issued invoice instead of raising a credit or debit note.
- Rounding only the grand total and leaving fractions in each line's VAT, so the lines no longer add up to the printed total.
What to do after you issue the invoice
Download the invoice as a PDF, send it to the buyer and keep a copy: invoices are among the records the Saudi VAT law requires a business to retain. Log it in the invoice register from the Blank templates tab to follow what has been paid and what is outstanding. If something changes after issue, such as a return or a later discount, leave the invoice as it is and raise a credit or debit note that quotes its number. Share as link copies an address that reopens the generator with the same lines, so a colleague can check them.
When your business has to integrate with Fatoora
An invoice maker like this one covers a no-VAT invoice or helps you understand the numbers. A registered business issues every invoice from a compliant e-invoicing solution and connects it to ZATCA when its wave is called. When invoices live in a file of their own, apart from stock and collections, the same figures get typed again at stock count and again for the VAT return. That is why at Microtec we offer businesses in the Kingdom accounting software (ERP) where invoices, stock, collections and finance sit in one system, and our solutions are approved by the Zakat, Tax and Customs Authority. Try it with your own invoices.