What Are the Differences Between E-Invoice and E-Archive Invoice?

Both documents are electronic. Both are invoices. Both contain the same information: buyer, amount, VAT, line items. So why do they both exist separately?

Because the difference isn't in the document itself, but in how it is transmitted. And you don't choose which one to issue—the buyer does.

The difference in a single sentence

e-Invoice (e-Fatura) goes through the Revenue Administration's (GİB) closed system between two parties who are e-Invoice taxpayers. It lands directly in the buyer's inbox; email or paper is not involved.

e-Archive invoice (e-Arşiv fatura), on the other hand, is issued to everyone outside of this system: final consumers and companies that are not e-Invoice taxpayers. The document is generated electronically and reported to the GİB, but reaches the buyer via email, SMS, or as a paper printout.

You can think of it like the difference between a closed-circuit courier and regular mail. The letter inside is the same; the delivery method is different.

The deciding question: is the buyer an e-Invoice taxpayer?

This is the only question you need to answer before issuing. It's not your tax status that determines this, but the other party's.

• If the buyer is an e-Invoice taxpayer → e-Invoice. There is no other option. Neither e-archive nor paper invoices can be issued to this party.
• If the buyer is not an e-Invoice taxpayer → e-Archive invoice. Whether they are an individual or a company without taxpayer status, the document is prepared as an e-archive.

In practice, it looks like this: if you are a wholesaler and selling to your dealer, it's likely an e-Invoice. If you sell to a consumer on your website the same day, it's an e-archive. You issue both on the same day, from the same software.

How do I know if the buyer is a taxpayer?

Asking the customer is the weakest method; most of the time, they aren't even sure themselves. You can check via the GİB's e-Invoice taxpayer list using their tax ID number.

In practice, you don't do this check manually. Pre-accounting software checks the tax ID in the contact card and determines the invoice type itself. This is how the workflow operates in Qolay.App as well: when you select the contact, the document type comes up automatically, eliminating the possibility of selecting the wrong type.

A warning: the taxpayer list changes. A customer who isn't a taxpayer today might end up on the list six months from now. It's necessary to update contact cards every now and then.

Comparison table

Cancellations and disputes don't work the same way

This is where the difference can hurt you the most, and it's overlooked in most comparisons.

An e-Invoice cannot be unilaterally canceled after it reaches the other party. In the commercial scenario, the buyer can reject the document; in the basic scenario, corrections are usually made with a return invoice. In other words, there is no such thing as "I issued it wrong, I'll just delete it."

For an e-archive invoice, cancellation can be done before the reporting period expires. If the period has passed, corrections must be made again.

As a result: checking the amount and contact details before issuing an invoice is much cheaper than trying to fix it afterwards.

Top three mistakes made

• Opening two contact cards for the same customer. One with the current tax ID, and another with the old record. The invoice gets issued from the wrong card, and the type goes out wrong too. Unifying them by tax ID prevents this.
• Not tracking changes in taxpayer status. Continuing to issue e-archive invoices to a customer after they enter the taxpayer list creates non-compliance.
• Thinking an e-Invoice printout is the "invoice". The paper printout of an e-Invoice is for informational purposes only; the document itself is the electronic one.

Issuing both from a single place

There is no point in managing e-invoices and e-archives in separate programs in daily work. In Qolay.App, the invoice screen is unified; when you select the contact, the document type is determined, delivery is made via the integrator, and incoming e-invoices are also listed in the same place.

If you want to see the invoice issuing workflow step by step, take a look at our how to issue an e-invoice article. If you want to add fixed notes like an IBAN or contact balance to the bottom of every document, our e-document description templates will come in handy.

Frequently asked questions

Can I provide an e-archive invoice as paper?

Yes. A printout of the e-archive invoice can be delivered to the buyer. This is not valid for e-Invoices.

I am not an e-Invoice taxpayer, do I need to issue e-archive invoices?

If you do not have taxpayer status, you can issue paper invoices. However, situations falling under the scope of e-archive vary depending on turnover and sector; confirm your own obligations with your financial advisor.

Are separate number series used for both?

Generally yes, a separate series is defined. Setting up the series correctly in the program from the start is better than dealing with numbering confusion later.

Is an e-Waybill one of these too?

No, an e-waybill documents the shipment of goods; it does not replace an invoice. Details are in our e-waybill article.

In summary: you don't choose the document, the buyer determines it. If your contact cards are correct, the program will also select the right type, and you won't need to think about this subject again.

By opening a free account on Qolay.App, you can manage your e-invoice and e-archive processes from a single screen.

This article is for general informational purposes. Consult your financial advisor regarding your taxpayer status and document layout obligations.