How E-Invoice and E-Archive Integration Works in Your Online Store
An automated flow from order to invoice: the difference between e-invoice and e-archive, the integrator's role and the steps to connect it to your store.
E-invoice integration means every order on your online store gets its invoice issued and sent to the customer automatically, with no manual work. In Turkey, businesses selling online must move to the e-invoice (e-Fatura) and e-archive (e-Arşiv) systems once they pass certain revenue thresholds; even below the threshold, automated invoicing saves a lot of time and prevents mistakes. This article explains the difference between e-invoice and e-archive, the role of a private integrator and how the flow from order to invoice is built in an online store. Rules and thresholds can change, so make tax decisions together with your accountant.
Key terms
- e-Fatura (e-invoice): an electronic invoice issued between two registered e-invoice taxpayers through the Revenue Administration's (GİB) system. If you sell to a registered business, this is the type you issue.
- e-Arşiv (e-archive invoice): an electronic invoice issued to buyers who aren't registered for e-invoice, mostly consumers. It's sent by email or as a link.
- Private integrator: a provider authorised by GİB to issue, transmit and archive these documents on behalf of taxpayers. Your store issues invoices through its API.
- GİB e-Arşiv Portal: a free web interface where invoices are entered by hand. It can work at low volume but isn't designed for automated integration.
Who has to use it?
For taxpayers selling goods or services online, the obligation to switch to e-invoice and e-archive depends on gross revenue thresholds that have been updated over the years. There is also an e-archive obligation for invoices above a certain amount issued to non-registered buyers. We don't quote figures because they change often. Review this year's revenue and expected growth with your accountant and plan the switch in advance. Being unprepared when the obligation starts can leave orders without invoices or create penalty risks.
The automated flow from order to invoice
In a well-built integration the process looks like this:
- Order and payment confirmation: the customer orders and payment is confirmed through the virtual POS.
- Buyer type: is the buyer an individual or a business? Business buyers enter their tax number and tax office at checkout.
- Registration lookup: the system checks the tax number through the integrator. A registered buyer gets an e-invoice; everyone else gets an e-archive invoice.
- Invoice creation: products, quantities, prices, VAT rates, shipping and any discounts are sent to the integrator.
- Delivery: e-archive invoices go to the customer by email; e-invoices reach the buyer through the GİB system. The invoice link can also appear on the order page.
- Accounting: issued invoices are passed regularly to your accounting software or accountant.
When to issue the invoice is also a decision. Some businesses invoice at payment confirmation, others when the parcel ships. Decide with your accountant based on your stock and return rates.
Portal or integrator when you're just starting?
For a store with a few orders a day, issuing invoices by hand through the GİB portal can work at first. But each order has to be typed in, downloaded and sent separately, and as volume grows this takes hours and invites errors. A practical approach is to build the store ready for an integrator from day one, with invoice fields at checkout, and plan the switch before peak season rather than in the middle of it.
Questions to ask an integrator
| Question | Why it matters |
|---|---|
| Is there a ready module or a well-documented API for my platform? | It sets integration time and cost. |
| Is pricing per credit, package or annual licence? | Total cost depends on your order volume. |
| Does the API include a registration lookup? | So e-invoice versus e-archive is decided automatically. |
| Are cancellation and return documents supported? | So returns don't need manual work. |
| Are extra documents like e-dispatch notes available? | You can grow on the same system later. |
| Is there a test environment? | You can test without issuing real invoices. |
| How are archiving and access handled? | Invoices must be kept for the legal period and be accessible. |
Prices and package contents vary by provider; get a current quote directly from the integrator.
Setup step by step
- Clarify your obligation status and switch date with your accountant.
- Request quotes and technical documentation from two or three integrators.
- Sign with an integrator and complete the application and authorisation steps.
- Check product VAT rates, how shipping appears on invoices and your discount rules.
- Add individual and business invoice options to checkout.
- Test different scenarios: individual order, business order, discounted order, return.
- Go live and review the first weeks of invoices with your accountant.
Common mistakes
- Setting the wrong VAT rate on products, which spreads to every invoice.
- Leaving out the tax number field for business buyers.
- Not reflecting shipping or discounts on the invoice, so order and invoice totals don't match.
- Leaving returns and cancellations out of the integration.
- Waiting until the obligation starts and squeezing the switch into the final week.
A scenario from Antalya
Picture an Antalya business selling to both local customers and tourists. Local consumers may need e-archive invoices, while business buyers such as hotels or restaurants may need e-invoices. Orders shipped abroad need the invoice type and customs process handled separately. Having all of this sorted automatically from the details entered at checkout greatly reduces the accounting workload in peak season.
Plan it together with shipping and payments
Invoicing is part of the same order flow as payment and shipping. We cover payments in our virtual POS comparison and shipping in our shipping integration guide.
Through our e-commerce service we build, test and launch the invoicing flow with the integrator you choose.
Frequently asked questions
What's the difference between e-invoice and e-archive invoice?
An e-invoice (e-Fatura) is issued between two registered e-invoice taxpayers through the Revenue Administration's system. An e-archive invoice (e-Arşiv) is issued electronically to buyers who aren't registered, such as consumers, and is usually sent by email.
Do online sellers have to use e-archive?
Taxpayers selling online must switch to e-invoice and e-archive once certain revenue thresholds are exceeded. Thresholds are updated over the years, so confirm your situation with your accountant.
What is a private integrator?
A private integrator is a provider authorised by the Revenue Administration to issue, transmit and archive e-invoices and e-archive invoices on behalf of taxpayers. Your store connects to the integrator's API to issue invoices automatically.
Can I use the free GİB e-Arşiv Portal for my store?
At low order volumes, issuing invoices by hand through the portal is possible. The portal isn't built for automated integration, though, so as orders grow a private integrator saves time and prevents errors.
How do I know if a buyer is a registered e-invoice taxpayer?
Integrators provide a lookup by tax number. When a business buyer enters a tax number, the system checks it and issues either an e-invoice or an e-archive invoice.
What happens to the invoice when an order is returned?
How returns and cancellations are documented depends on the invoice type and the buyer. Set these rules with your accountant; most integrators support cancellation and return documents, and the store is configured to follow that flow.
