CRM with Phase 2 E-Invoicing in Saudi Arabia: From Quote to Tax Invoice

In many SMEs a deal passes through four tools: WhatsApp, an Excel sheet, a Word quote and a separate accounting program. That means data errors, delays and no clear view of who bought what. A CRM with built-in e-invoicing starts at the first contact and ends with a compliant tax invoice.

What is Phase 2 e-invoicing?

ZATCA (the Zakat, Tax and Customs Authority) rolled out e-invoicing in two phases. Phase 1 (generation) is electronic issuing and storing, with a QR code on simplified invoices. Phase 2 (integration) connects your system to the Fatoora platform, with a defined format and cryptographic stamp. B2B tax invoices are cleared before being shared with the buyer; B2C simplified invoices are reported within the period ZATCA sets. ZATCA onboards businesses in waves and notifies each one; check ZATCA's official site for current details.

Why put invoicing inside the CRM?

Most errors happen when data moves between systems. With invoicing in the CRM, customer data, VAT number, items and prices flow from quote to invoice, staff see invoices next to calls and chats, invoices go out as soon as the customer accepts, and sales reports reflect reality.

The journey: quote to invoice

1. Lead from a call center call, WhatsApp or web form, logged in the CRM with its source and assigned.
2. Follow-up with calls, chats, tasks and labels on one timeline.
3. Account created with legal name, VAT number and national address.
4. Deal tracked by value and stage.
5. Quote with items, discounts and auto-calculated VAT.
6. Convert the accepted quote to a tax invoice in one click.
7. Fatoora integration per Phase 2, with QR code.
8. Send and collect via WhatsApp or e-mail.
9. After sale: credit notes linked to the original invoice; recurring invoices for subscriptions.

Compliance checklist

Look for Fatoora Phase 2 integration (not just PDFs), a QR code on every invoice, both tax and simplified invoices, linked credit and debit notes, no deleting of issued invoices, VAT reports, and bilingual Arabic/English invoices. Klamna's ZATCA e-invoicing module covers quotes, Phase 2 tax invoices, QR codes, credit notes, recurring invoices and VAT reports.

Example (illustrative)

A Riyadh maintenance company gets a WhatsApp request for an annual contract. The bot collects details and creates a lead. Sales calls from the browser, sends a quote on WhatsApp, and converts it to a tax invoice cleared via Fatoora once accepted. A quarterly recurring invoice then runs the contract, and a credit note handles a later partial cancellation.

Moving off spreadsheets

1. Prepare company details: CR, VAT number, national address, logo.
2. Import customers from CSV or your current system, with B2B VAT numbers.
3. Add products and services with prices and VAT rates.
4. Complete the Fatoora onboarding steps for your invoicing system.
5. Test a full cycle: quote, invoice, credit note; check layout and QR.
6. Train sales and accounting and set role permissions.

Common mistakes

• Incomplete buyer data on B2B invoices: make required fields mandatory.
• Editing invoices instead of issuing credit/debit notes.
• Price mismatches between quote and invoice: avoided by converting the quote itself.
• Everyone allowed to issue invoices: separate quoting from invoice approval.
• Forgetting contract billing: use recurring invoices.

Collections: WhatsApp and calls

Send invoices as approved templates on the official WhatsApp API, remind customers before due dates, and let agents see invoice status during calls, so customers asking about an invoice get an answer without being transferred to accounting.

Integrations

Keep your existing CRM or ERP: Klamna integrates with HubSpot, Salesforce, Zoho, Odoo and vTiger, plus a REST API and webhooks.

Who is it for?

B2B service firms that quote before every deal (maintenance, contracting, consulting, IT), distributors with volume discounts and repeat customers, subscription businesses needing regular recurring invoices, and teams selling by phone and WhatsApp who want contact, call, quote and invoice in one place.

Cost

CRM SAR 49/user/month; Sales & ZATCA SAR 99/month; Integrations & API add-on SAR 99/month. Example: 3 sales users = 3 × 49 + 99 = SAR 246/month. Yearly billing gives two months free; free trial on sign-up. Prices in SAR, excluding VAT. See pricing.

FAQ

Are Klamna invoices Phase 2 compliant?

Yes, tax invoices are issued per Phase 2 (integration) requirements with a QR code.

What if an issued invoice is wrong?

Issue a linked credit note, then a new correct invoice.

Does it support subscriptions?

Yes, through recurring invoices.

See the full journey from first message to final invoice: contact us or call 920031338.