Why e-Invoice & e-Archive Integration?

In service businesses such as dry cleaning, carpet washing, tailoring, shoe care, and car wash, invoicing is one of the most error-prone areas due to cash register workload, delivery time pressure, and staff turnover. e-Invoice and e-Archive integration streamlines all document creation within the software itself, reducing errors and workload. The need for paper printouts and manual archiving is eliminated; documents are stored securely in electronic form and can be retrieved within seconds during audits. In short: speed, accuracy, and compliance come together in one panel.

Key Concepts: The Difference Between e-Invoice and e-Archive

An e-Invoice is an electronic invoice transmitted directly between buyer and seller through the Revenue Administration (GIB) systems. If the buyer is also an e-Invoice taxpayer, the document flows system-to-system. An e-Archive Invoice, on the other hand, is issued electronically for buyers who are not registered with the e-Invoice system (e.g., individual customers) and stored digitally. In daily retail sales, most businesses use e-Archive invoices; for corporate clients, e-Invoice applies. The software manages both scenarios in a single workflow.

Process Flow: Automation from Checkout to Delivery

1. Order Closure: Once the product/service is completed, payment is taken at the checkout (cash, card, online payment, credit account).
2. Automatic Document Type Selection: Based on the tax details in the customer card and taxpayer status check, the system decides whether to issue an e-Invoice or e-Archive automatically.
3. Document Creation: Information is transferred directly from the order; risks of incorrect amounts, VAT rates, or product names are minimized.
4. GIB Integration: The document is prepared in the proper UBL-TR format, submitted to GIB, and status responses (success, pending, error) are displayed instantly.
5. Electronic Delivery: The invoice PDF is shared with the customer via email/SMS link; a paper copy can be printed if requested.
6. Archiving and Search: All documents are stored electronically and can be found within seconds using date, customer, or invoice number.

Integration with Payment Systems: POS, Online Payments, and Credit Accounts

Payments from in-store POS, mobile POS at the door, and online payments (e.g., PayTR, Iyzico) are linked directly to the order. Invoices can be generated simultaneously with the payment, eliminating the problem of forgetting to issue an invoice after collecting payment. For corporate customers working on credit, bulk invoicing at month-end is supported, along with account reconciliation and statement generation.

Use Cases by Industry

Dry Cleaning

Items such as shirts, suits, and coats are invoiced quickly as service lines without stock cards. For individuals, an e-Archive is issued; for contracted corporate clients, an e-Invoice is generated. Invoices are linked to order numbers; in cases of returns or reprocessing, cancellations/re-issues are logged.

Carpet Washing

Square meter and quantity details are imported automatically from the order; VAT rates are assigned based on service type. If the pickup team collects payment via a mobile device, the invoice is created instantly and a link is sent via SMS. For bulk corporate jobs, a monthly single invoice flow is supported.

Tailoring & Shoe Care

Alteration or repair items (hemming, narrowing, zipper replacement, dyeing, heel repair, etc.) are selected from a menu for fast invoicing. In partial deliveries, partial invoicing is possible. A separate profile can be defined for e-SMM (self-employment receipt) scenarios.

Car Wash

Detailing, interior/exterior cleaning, upholstery washing, and paint protection packages are paid via POS or QR; checkout times drop below one minute. Invoices are shared as QR-coded PDFs; for corporate accounts, monthly consolidated invoices are created.

Smart Rules for Accuracy

• VAT and Withholding: Predefined rates based on service type and customer profile prevent incorrect entries.
• Document Series and Numbering: Branch-based series definitions prevent conflicts even when multiple branches issue invoices.
• Mandatory Field Checks: If tax ID, company name, or address fields are empty, the system blocks invoice creation and prompts the user.
• Cancel/Return Flows: For incorrect invoices, cancellation and re-issue processes apply; for returns, a negative line item or counter-document is used.

Document Generation: UBL-TR, PDF, and Sharing

The system generates UBL-TR compliant XML for e-Invoice/e-Archive and simultaneously creates a branded PDF design. PDFs can include QR codes for quick validation by customers. Options include automatic email delivery, one-click SMS links, and access via the customer portal. All document versions are archived in an immutable form.

Branch and User Permissions

In multi-branch setups, each branch can operate with its own series and fiscal settings, while headquarters sees all documents collectively. User roles restrict permissions such as “can issue invoices,” “can cancel,” or “can modify.” This reduces errors and ensures the integrity of financial records. Audit logs answer the question who did what, when instantly.

Reporting and Audit Readiness

Invoice reports can be generated by date range, branch, user, payment type, or customer. Metrics such as revenue/VAT breakdowns, return ratios, and average invoice amounts support management decisions. Export to Excel/PDF makes sharing with accountants effortless. Search screens allow millisecond retrieval by invoice no, order no, or customer code, ensuring instant access during audits.

Shortcuts and Bulk Actions

• Bulk Invoicing: Combine selected orders into a single invoice.
• Quick Return: Cancellation/return shortcut auto-fills fields from the previous invoice.
• Template Lines: Save frequently used service lines as favorites for one-click insertion.
• Auto Document Delivery: Once payment is collected, automatically send the PDF via email/SMS.

KVKK Compliance and Security

When processing customer data, explicit consent and disclosure are recorded. System access is role-based, protected by two-factor authentication, strong passwords, and session timeouts. Invoice content is visible only to authorized users; exporting and printing can also be restricted. Backup and disaster recovery plans safeguard all data.

Implementation Tips

• Create a standard pricing and tax glossary: Ensure item names and rates are consistent across all branches.
• Define invoice series per branch: Prevent series/number conflicts.
• Enable automatic email/SMS delivery: Improve customer experience and reduce support calls.
• Set bulk invoicing rules: Speed up end-of-month consolidation for corporate clients.
• Write a cancellation/return policy: Define who issues which documents in which scenarios to minimize errors and risks.

Conclusion

The invoicing module integrated with e-Invoice and e-Archive brings speed, accuracy, and compliance into a single platform. As soon as the checkout is complete, the correct document is automatically created, shared with the customer, and securely stored in the electronic archive. Branch-based series/numbering, reports, and user permissions maintain standards across growing businesses. This reduces financial risks and significantly increases operational efficiency.