Updated 22 September 2026
An invoice that invents a new total will bounce
Finance teams in Dubai, Riyadh, and Cairo match invoices to purchase orders and accepted quotes. If your PDF shows a different total than the WhatsApp “ok,” they will not pay “the extra two days you added in your head.” Pull line items from the accepted quote: same names, same quantities, same currency. If scope grew, send a change they can see first.
“If the work is not sold yet, send a quote. Invoice when they accept — not after a Word file comes back with the numbers changed.”
Fields that sound bureaucratic until someone asks
Seller name (you or the studio), buyer legal name, invoice number you can find again (year + sequence is enough), issue date, addresses if they asked, line items with quantities and unit prices, subtotal, tax line if it applies, total, due date, and how to pay. Qufy fills a bilingual PDF from those fields. You do not need an account to generate it; an account keeps the document in the workspace if you want follow-ups later.
- A PO number field: sending without it often means the invoice never enters their system.
- Payment notes: IBAN, beneficiary name, and who pays transfer fees.
- Language: generate English, Arabic, or both so the buyer’s accountant can read it.
Tax lines are a reminder, not a ruling
Headline VAT rates you will see as presets — Egypt 14%, Saudi Arabia 15%, UAE 5% — are starting points. Whether you charge them depends on registration, thresholds, and where the supply is treated as taking place. Confirm with an accountant. Qufy will not file VAT returns, will not talk to ZATCA, and will not talk to Egypt’s ETA.
Quote first, invoice when they accept
If the work is not sold, send a quote link. When they accept, open the same job as an invoice. Do not rebuild the numbers in Word. One source of truth is the point of the toolkit: rate → quote → contract → invoice, with the same lines travelling through.
This PDF is not a certified e-invoice
A QR code you draw, or a stamp you screenshot from another tool, does not make the file Fatoora. If a buyer asks “is this e-invoicing?” the honest answer for Qufy is no. If they must receive a cleared XML, that is a licensed product. Read the ZATCA guide on this Blog before you promise compliance in a footer.
How numbering and language keep you findable later
Use a sequence you control: 2026-014 is enough. Do not reuse a number if you void an invoice — issue 2026-014A or the next integer and note the void in your books. If the buyer’s accountant reads Arabic and the founder reads English, generate both. Qufy’s PDF is bilingual on purpose so you are not maintaining two Word files that drift.
Statuses on a share link (sent, opened, accepted, declined) are for you, not a public traffic claim. An open is not a payment. An accept is not a wire. Keep that vocabulary when you follow up so you do not sound like you are accusing their finance team of ghosting when they simply have not booked the payment run.
What to take away
- Bill the accepted quote: same names, quantities, and currency. Scope growth is a new line or a new quote.
- Tax presets (Egypt 14%, KSA 15%, UAE 5%) are starting points you confirm — not a filing.
- A Qufy PDF is a client document. It is not ZATCA Fatoora and not Egypt’s ETA e-invoice.
Questions people ask
What is the difference between a quote and an invoice?
A quote is an offer: the client can accept, comment, or decline. An invoice is a request for payment against work you already agreed (or a deposit you already agreed). If you invoice before they accept, finance teams bounce it and you lose the paper trail of what was sold.
Do I have to add VAT?
Only if your registration and the place of supply require it. Qufy’s presets are reminders of common headline rates, not a ruling for your case. Ask your accountant. Putting VAT on an invoice does not register you, and leaving it off does not hide you if you are already in-scope.
Can I send this as a ZATCA e-invoice?
No. Qufy does not emit Fatoora XML, cryptographic stamps, or API clearance. Use a certified provider if Fatoora applies to you. The same is true for Egypt’s ETA mandate: a pretty PDF is not filing.
What payment methods does Qufy collect?
None. There is no card checkout, Mada, Fawry, or Wise button. Put your IBAN, wallet, or PayPal on the notes. You mark payment in your own books. That split is intentional for year one.
