PDF-A3 Requirement for Zatca

PDF-A3 for ZATCA Compliance

In this guide, you will learn about the PDF-A3 format and how it ensures compliance with ZATCA's e-invoicing requirements.

What is PDF-A3?

PDF-A3 is a specialized file format designed for long-term document archiving and regulatory compliance. It combines human-readable content (like a standard PDF) with embedded machine-readable data (like XML) to support electronic invoicing requirements.

ZATCA mandates the use of PDF-A3 for e-invoicing to ensure that invoices are secure, verifiable, and compatible with digital processing systems.

Why is PDF-A3 Important?

PDF-A3 plays a critical role in meeting compliance requirements by providing the following features:

Dual Functionality: Human-readable content for users and machine-readable data for systems.
Long-Term Archiving: Ensures invoices remain accessible and unaltered over time.
Secure and Authentic: Supports digital signatures and other security measures.
Regulatory Alignment: Fully complies with ZATCA's e-invoicing guidelines for Saudi Arabia.

Why is it Required While Sharing Invoices with Customers?

Sharing invoices in the PDF-A3 format is crucial because it ensures that both the customer and regulatory authorities can access all necessary invoice details in a secure and verifiable way. Here’s why PDF-A3 is required:

Compliance: ZATCA requires that invoices shared with customers are in the PDF-A3 format to meet electronic invoicing standards.
Ease of Verification: Customers can view the invoice as a standard PDF, while ZATCA systems can validate the embedded XML data for accuracy and authenticity.
Streamlined Processes: It simplifies the exchange of invoices between businesses and customers by providing all necessary details in a single, standardized file.
Professionalism: Using PDF-A3 reflects your business’s commitment to compliance and ensures seamless interactions with customers.

By adopting PDF-A3 for invoice sharing, businesses can ensure compliance, enhance customer trust, and reduce potential errors in invoice validation and processing.

PDF-A3 on Claudion ERP with ZATCA Phase-2 Implementation

The Claudion ERP platform, with ZATCA Phase-2 implementation, fully supports PDF-A3 for both archiving and sharing invoices. This feature ensures compliance with ZATCA guidelines while giving businesses the flexibility to customize their invoice presentation.

You can select your own print format, letterhead, and language when generating invoices. Claudion ERP includes a collection of standard formats in both Arabic and English, ensuring that businesses can meet regional language requirements. Additionally, the platform allows you to create and use your own custom formats, tailoring the invoices to your specific needs.

Watch the video below to learn more about using Claudion ERP for ZATCA Phase-2 compliance: