How is e-invoicing (e-Fatura/e-Arşiv) integrated?
The e-invoice module turns an invoice issued inside accounting into a UBL-TR document matching the format required by Türkiye’s Revenue Administration (Gelir İdaresi Başkanlığı, GİB), sends it through a licensed integrator, and picks the correct scenario — e-Fatura or e-Arşiv — based on the recipient’s tax identity. Send status and the tax authority’s reference show on the panel in real time — no screen ever claims “sent” before an integrator is actually connected.
Who uses it
Any business that falls under GİB’s e-Fatura or e-Arşiv scope, or simply wants to issue invoices that look and behave like a corporate operation: transfer and agency companies with corporate customers, businesses in sectors GİB has brought under specific thresholds such as cafes, restaurants and hotels, taxi operators and schools with growing formal registration. The shared need: the invoice is issued on one screen, and delivery to the tax authority isn’t a separate manual step.
How it works: scenario selection, transport-only fields, status tracking
e-Fatura is the electronic-document system operated by GİB; two taxpayers both registered for e-Fatura exchange invoices as e-Fatura between themselves (see GİB’s e-Belge site). If the recipient is not registered for e-Fatura — an end consumer, or a company not registered — the invoice is issued instead as an e-Arşiv Fatura, reported to GİB and delivered to the customer by email or as a printout (see GİB’s e-Arşiv page). Under General Communiqué No. 509 on the Tax Procedure Law, taxpayers who registered for e-Fatura by a given date, along with intermediary service providers and internet advertising service intermediaries, must join the e-Arşiv application; taxpayers who have not joined e-Arşiv must also issue invoices above a certain amount as e-Arşiv Fatura through GİB’s own e-Belge portal.
The invoice record carries VKN/TCKN (tax/national ID), tax office, country code, scenario (temel fatura or ticari fatura) and VAT-inclusive/exclusive data — these fields are already populated the moment an invoice is issued inside accounting; the e-invoice module only transmits them. Send status (queued/sent/failed) and the GİB reference number show on the invoice card; until an integrator connection exists, the send action is visibly inactive on screen — it never shows “sent” by mistake.
Cancelling an e-Arşiv invoice is started from the panel and stays in a pending state on the card until GİB confirms it — never an optimistic “cancelled.” Each tenant defines its own integrator and mali mühür (fiscal seal) credential as its own identity data; that credential is stored encrypted and never returns as plain text to any screen or support view.
Example
Example: A transfer company issues 150 invoices a month; 40 go to corporate customers registered for e-Fatura, 110 go to end consumers or small businesses not registered. Accounting issues the invoice as usual inside accounting; the e-invoice module queries the recipient’s tax ID and automatically sends 40 as e-Fatura and 110 as e-Arşiv Fatura. One e-Arşiv invoice turns out to have the wrong customer name; accounting cancels it from the panel, and the card stays “cancellation pending” until GİB processes it.
How it is done in Rotenta
- The firm admin defines the integrator and mali mühür credential once on the e-Invoice tab inside accounting; the connection is verified with a real test send.
- When an invoice is issued, the recipient’s tax ID is queried; the scenario is set automatically to “e-Fatura” if they’re registered, otherwise “e-Arşiv Fatura.”
- The UBL-TR document is built automatically from the invoice’s own lines (VAT, withholding, amount) — there is no second manual data entry.
- The send goes to the integrator; status (queued/sent/failed) and the GİB reference show live on the invoice card.
- On an error (say, an invalid tax ID) the invoice card surfaces it, and accounting corrects and resends.
- Cancelling an e-Arşiv invoice starts from the panel; the card stays pending until GİB confirms the cancellation.
- At period end, send status and GİB references export from reports for the accountant.
When a monthly statement tied to a corporate contract or an accepted quote converts into an invoice, e-invoice transmission follows the same flow with no extra step.
Frequently asked questions
Can I issue invoices without the e-invoice module?
Yes, accounting always issues the invoice itself. Without the e-invoice module, no electronic transmission to GİB happens — the send action stays visibly inactive on the panel until an integrator is connected.
How does the system know if a recipient is registered for e-Fatura?
It queries the recipient’s tax ID automatically at the moment of issuing — you never pick e-Fatura or e-Arşiv by hand.
Who is required to join e-Arşiv?
Under General Communiqué No. 509 on the Tax Procedure Law, taxpayers who registered for e-Fatura by a given date, intermediary service providers, and internet advertising service intermediaries must join e-Arşiv (see GİB’s e-Arşiv page); confirm your exact scope with your accountant.
Can I cancel an invoice after sending it?
Yes, e-Arşiv invoices can be cancelled from the panel; the card stays “cancellation pending” until GİB confirms it — it never shows an optimistic “cancelled.”
Where is my integrator credential (mali mühür) stored?
Encrypted, in a credential layer scoped only to your firm; it never returns as plain text to any screen or support view. Check which plan includes e-invoicing on pricing, browse module connections in our module guide, or reach us through contact.
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