Quotation and E-Invoicing System for Companies

In most companies a quotation starts as an Excel file copied from a previous one, prices are edited by hand, then it is exported to PDF and sent on WhatsApp. The result is quotations with outdated prices, discounts the manager doesn’t know about, and several versions with no way to tell which is the latest. When the customer accepts, everything is typed again into the invoicing software.

Generic invoicing software solves only the last step: issuing a tax-compliant invoice. It doesn’t know how your company prices. If your price is calculated from dimensions, material type, a wastage rate and installation cost, the calculations stay in Excel outside the software, and human error stays in the most important number of the deal.

A custom system puts the pricing rules inside the system itself, so a rep produces the right quotation in minutes even if they are new, and data flows from quotation to contract to invoice without retyping. The rule we build on: no quotation goes out without approval, and no work order without a contract.

Since Phase 2 it is no longer enough to print an invoice with a VAT number and a QR code. The system must generate the invoice as XML to the published specification, stamp it cryptographically, send B2B tax invoices to Fatoora for clearance before they reach the customer, and report simplified invoices within 24 hours.

Many smaller businesses have entered, or will enter, the integration scope in the latest waves; Wave 25 covers businesses with revenue above SAR 187,500, with an integration deadline of 1 February 2027. So we build the integration into the system from the start, with sandbox compliance testing before production, so ZATCA’s deadline never becomes a rush that disrupts the project.

Instead of an hour or more to prepare a complex quotation, the rep picks the customer, adds the line items, and the system calculates everything. The quotation carries a sequential number and a validity period, and is sent as a link so the rep knows when the customer opened it. If it expires without a reply, the system reminds them to follow up.

The manager doesn’t need to ask about pending quotations; they see them on one board with value, age and rep. The accountant re-enters nothing: the invoice is issued from the approved quotation, and payments are tracked automatically through to collection.

Over time you build up data you never had: which items are quoted often but rarely sold, which customers request quotations but never buy, and how many days pass on average between quotation and signature. Those numbers change how you price.

Ask first: is your company’s own pricing engine included, or only fixed templates? That is the difference between a system that saves your team time and one that prints whatever the rep types. Ask second: is Fatoora integration included and tested in the compliance sandbox, or left for you to sort out later?

Then compare running costs: hosting, WhatsApp messages, payment gateway fees and post-launch support. The cheapest quote may carry monthly per-user fees that exceed the price difference within a year. And make sure the code and data are in your name, and that payments are tied to deliverables you can see working.

What we need most is to understand how you price today, even if it lives in one person’s head or a complicated Excel file. Those formulas are the heart of the system, and the more real examples we get, the more accurate automatic pricing is from day one.

Don’t worry if your price lists are messy or spread over several files; we organise them with you during the project and review every rule with whoever owns pricing before it is approved.

The project doesn’t have to start as a comprehensive system. Many companies start with quotations alone, because they consume the most sales time and have the biggest effect on revenue. Once the team is used to them, contracts are added, then e-invoicing and collection, then inventory or work orders.

This path lowers risk and lets each phase prove its value before the next. And because every phase is built on one database, the system gradually becomes a small ERP designed around how your company works, with no rebuild.