Send e-invoices through Flick

This feature is in early access: it is built and tested, but not yet switched on for every organisation or not yet tried with the outside provider. Ask us on WhatsApp if you would like to try it.

This page applies only to organisations whose country is the United Arab Emirates. Kluvan works the same everywhere without it.

Under the UAE e-invoicing programme, invoices between businesses go through an accredited service provider. Kluvan connects to Flick, an e-invoicing service provider: it sends your issued Books tax invoices and credit notes, shows their status, and turns your suppliers' e-invoices into draft bills.

Before you start

• E-invoicing is in early access: it has been tested against a simulation of Flick's service, not yet against Flick itself. If you do not see the Flick card in Settings → Connections, it is not open for your organisation yet.
• Flick must register your business (TRN, trade licence, address) and give you a Participant ID.
• Books must be switched on, and your TRN and address set in Settings → Branches exactly as Flick registered them.

Steps

1. Open Settings → Connections and find the Flick card.
2. Enter your Participant ID and select Connect.
3. Select Set up. Under E-invoicing choices, choose the Reason of a credit note you use most. If you sell exempt supplies, choose the Reason of exempt lines. Save.
4. Check the list under E-invoicing:. Each item must be ticked: Books on, your TRN and address, connected, registered with the FTA and on Peppol, the same TRN, invoices and credit notes allowed. Select Check again after fixing an item.
5. Issue invoices to business customers from Books as usual, with the customer's TRN, street, city and emirate in their details. Each issued invoice and credit note then goes by itself.

Follow an e-invoice

The E-invoice box on the invoice or credit note shows where it is:

• Waiting to be sent
• Not sent: something is missing: see Fix an e-invoice that was not sent or refused
• Sent to Flick: reporting and delivery on their way
• Reported to the FTA; delivery to the buyer on its way
• Reported to the FTA and delivered to the buyer
• Refused, with Flick's words

Supplier e-invoices

E-invoices your suppliers send you appear under Received from suppliers on the set-up page. Kluvan matches the supplier by TRN, or else by exact name, and makes a draft bill in Books. Waiting: add this supplier with the same name means no match was found. Your accountant checks and posts each draft bill.

Good to know

Current limits:

• Only customers with a TRN. The programme also covers businesses that are not registered for VAT, but today an invoice to a customer without a TRN is not sent as an e-invoice, and it is not listed as not sent. Handle those invoices with your provider another way.
• Reverse charge lines are held as not sent.
• Every e-invoice goes as an ordinary supply. Free-zone, export, self-billing, summary and similar transaction flags are not supported, so do not send such invoices through Kluvan.
• Sales to consumers are outside the programme and are not sent.
• A supplier e-invoice in a foreign currency is left for you to enter by hand.

How it behaves:

• If the connection drops while an invoice is being sent, Kluvan asks Flick for that invoice number before trying again, so an invoice is never filed twice.
• While Flick is still retrying a failure, the status stays Sent to Flick; Kluvan never sends it again.
• An e-invoice already filed cannot be changed: issue a credit note and a new invoice.
• Reporting a system failure to the FTA within two business days, and appointing a provider by your deadline, stay your duties.