Integrations / ZRA Smart Invoice
ZRA Smart Invoice integration for ERPNext
ZRA built an explicit ERP integration channel into Smart Invoice: the Virtual Sales Data Controller. We connect ERPNext to it so invoicing, stock and the ledger stay one system.
Why this matters now
Smart Invoice became mandatory for all VAT-registered taxpayers on 1 July 2024, with penalties enforced from 1 October 2024. Input VAT and deductions are only claimable on invoices generated within Smart Invoice, validated with a Mark ID and QR code. The system also covers turnover tax, rental income, insurance premium levy, tourism levy and local excise.
ERPNext and compliance in ZambiaWhat the integration covers
ERPNext connects to Smart Invoice through the Virtual Sales Data Controller, the bridge ZRA defines for Certified Invoicing Systems, with documents validated in real time.
ZRA's validation identifiers are stored on each ERPNext document and printed on invoices, so any document can be re-verified later.
Configuration for the tax types Smart Invoice spans, from VAT to turnover tax and levies, mapped to ERPNext tax templates.
Automatic queueing and retry for transmission failures, the zero-lost-receipts pattern from our KRA eTIMS module.
Purchase workflows that check for Smart Invoice references before payment, protecting your input VAT claims.
How we deliver
From discovery to verified go-live
Discovery and compliance mapping
We map your document flows, branches and item catalogue to ZRA's Smart Invoice requirements, and confirm registration status and credentials with the authority.
Sandbox integration
ERPNext is connected to the Smart Invoice test environment. Sales invoices, credit notes and debit notes are generated and validated against the authority's schema before anything touches production.
Resilience engineering
Failed transmissions queue and retry automatically, with a circuit breaker for authority downtime. The pattern is proven in our KRA eTIMS module: zero lost receipts when the tax server is down.
Go-live and verification
Production credentials are registered, the first live documents are verified end to end, and your team is trained on exception handling and the Smart Invoice verification workflow.
Support and rate-change watch
We monitor authority notices and ship configuration updates when rules change, under a support agreement with defined response times.
Frequently asked questions
Is this a shipped module?
No. Smart Invoice integration is delivered as an engineering service on ERPNext through ZRA's VSDC channel, applying the production architecture of our Kenyan eTIMS module. Registration, schema mapping and validation are scoped per project.
Can I keep my current accounting package and comply?
ZRA requires previously approved accounting packages and ERPs to integrate with Smart Invoice through the VSDC. If your current system cannot, you are working through the web portal by hand. That gap is usually the trigger for moving to an integrated ERP.
What changed for input VAT?
Since the grace period ended on 30 September 2024, input VAT and deductions are only allowed on invoices generated within Smart Invoice. A supplier outside the system costs you real money, which is why our purchase workflows verify before payment.
Scope your Smart Invoice integration
A discovery call covers your document flows, registration status with ZRA, and a delivery plan with verification criteria. We reply within one working day.