E-Invoice and E-Archive

E-Invoice and E-Archive

Hotels operating in Turkey are required to issue e-invoices and e-archive invoices. The system works in integration with the Revenue Administration (GIB) to automate invoice creation, sending and storage processes.

E-Invoice

An e-invoice is issued when both parties are registered e-invoice taxpayers. The system automatically creates an invoice draft when a folio is closed or during the check-out process. The draft contains recipient information, expense items, VAT calculations and the total amount. When the staff member reviews the draft and clicks the approve button, the invoice is sent to the GIB system. A unique UUID is assigned to the invoice accepted by GIB and this number is stored in the system.

E-Archive Invoice

An e-archive invoice is issued when the recipient is not a registered e-invoice taxpayer. E-archive invoices are generally issued for individual guests. The e-archive invoice is also reported to GIB but is not sent directly to the recipient; instead, it is delivered to the guest as a PDF or paper printout. The system automatically performs monthly GIB reporting for e-archive invoices.

Recipient Information

Correct entry of recipient information during the invoice creation process is critically important. For corporate invoices, the tax office, tax number and company name are mandatory. For individual invoices, the national ID number and full name are sufficient. The system suggests previously saved customer information with an auto-complete feature, reducing data entry time.

GIB Integration

During GIB integration, the connection status is displayed on screen. Successful submissions are marked with a green colour code, pending ones with yellow and rejected ones with red. For rejected invoices, the rejection reason is displayed and corrections can be made for resubmission. In the event of a connection failure, invoices are queued and automatically sent when the connection is restored.

Invoice Search

The invoice search screen provides quick access to all previously issued invoices. Searches can be performed by invoice number, recipient name, date range, amount range and invoice type. Results are listed in a table and the selected invoice can be downloaded as PDF or resent by e-mail.

Monthly and annual invoice statistics are presented graphically on the dashboard. The total number of invoices issued, total turnover, VAT distribution and ratios by invoice type are available on the manager screen.