If you invoice customers in Turkey, or run a Turkish subsidiary, you will meet three terms quickly: e-Fatura, e-Arşiv and e-Defter. They are related but not interchangeable, and choosing the wrong document type or keeping them outside your ERP leads to duplicate work and reconciliation errors.
This guide explains each of them, how to choose e-invoicing software, and why generating e-documents from the same data as your ERP matters, using WAGONN Synapse and Thalamus as the example.
What Is e-Fatura?
e-Fatura is an invoice prepared to the standards of the Turkish Revenue Administration (GİB), delivered electronically and stored electronically. It has the same legal standing as a paper invoice.
In practice an e-Fatura is:
- built as a standard XML schema,
- signed with a company seal / electronic signature,
- delivered to the buyer through the GİB system,
- retained by both parties for the statutory period.
Companies can connect to GİB directly or use an authorized private integrator. Most choose the integrator route; Synapse works through an authorized integrator infrastructure (QNB eSolutions).
e-Fatura vs. e-Arşiv
Both are electronic invoices. Which one you issue depends on the buyer.
| e-Fatura | e-Arşiv | |
|---|---|---|
| Buyer | Registered e-Fatura taxpayer | Not registered as e-Fatura taxpayer |
| Delivery | Through the GİB system to the buyer | To the buyer by email, print or similar; reported to GİB |
| Typical use | Business-to-business between registered taxpayers | Individuals, e-commerce, unregistered companies |
Rule of thumb: if the buyer is a registered e-Fatura taxpayer, issue e-Fatura; otherwise e-Arşiv. Good software queries taxpayer status automatically. Choosing by hand is a common source of errors.
e-Waybill, e-Defter and Other e-Documents
- e-İrsaliye (e-waybill): the electronic dispatch note, documenting movement of goods.
- e-Defter (e-ledger): journal and general ledger kept electronically, signed and uploaded after each period. It depends on clean, consistent accounting data.
- Other documents, such as e-freelancer receipts, apply depending on activity type.
Who must use which document is set by GİB communiqués and changes over time. Confirm your current status with your tax advisor.
The Hidden Cost of Disconnected e-Invoicing
Many companies issue e-invoices from a separate portal. It looks cheap until:
- the same invoice data is entered twice, in the ERP and in the portal,
- issued invoices are transferred to accounting manually, with gaps and differences,
- cancellations and credit notes must be fixed in both systems,
- the e-Defter does not reconcile at period end.
How ERP-Integrated e-Transformation Works
- Invoice is created from an approved order in the ERP.
- Document type is determined from the buyer's taxpayer status.
- XML is generated, signed and sent to GİB through the integrator.
- Status is tracked in the ERP: sent, accepted, error.
- Accounting posts automatically from the same invoice, with no re-keying.
- At period end, the e-Defter is prepared from the same ledger data.
WAGONN Synapse and Thalamus
Synapse is the e-transformation layer of the WAGONN Genome ecosystem. It turns commercial data from Thalamus (ERP/Fi) into compliant documents:
- e-Fatura and e-Arşiv: invoice data is converted to GİB XML schemas; sending, cancelling and status checks run through the authorized integrator.
- e-Defter: general ledger data is validated, signed and uploaded at period end.
- Schema and signature validation before documents leave the system.
- Single source of data: invoice, journal entry and e-document come from the same record.
Learn more on our ERP solution page.
8 Checks When Choosing e-Invoicing Software
- Authorized integrator infrastructure, GİB compliant?
- Automatic e-Fatura / e-Arşiv decision?
- e-Waybill and e-Defter supported?
- Invoices generated from the same data as accounting?
- Cancellations, credit notes and errors visible on screen?
- Bulk sending and history search?
- Audit trail of who sent what and when?
- Separate credentials per company in multi-company setups?
Plan Your Move Together
E-transformation is a process change, not just software. Our consulting team can review your invoicing flow and ERP landscape, or you can contact us directly.
FAQ
What is the main difference between e-Fatura and e-Arşiv?
The buyer's status: registered e-Fatura taxpayers receive e-Fatura, others receive e-Arşiv.
Do I need an ERP for e-invoicing?
Not strictly, but ERP-integrated invoicing removes manual transfer and reduces errors.
How does e-Defter relate to e-Fatura?
Indirectly: e-Defter is produced from accounting entries, which are consistent if invoices post correctly.
What is an integrator and is it required?
An authorized private integrator transmits documents to GİB on your behalf. It is the common route; Synapse uses QNB eSolutions.
Who must use e-Fatura?
Taxpayer groups defined by GİB communiqués. Scope changes, so confirm with your tax advisor.
