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Policy

Terms of use

Last updated 4 October 2026

These terms cover the invoicing, accounting and point-of-sale service inside the Nizamics dashboard, on the free plan and on the paid plans. They are short because the arrangement is simple: the free plan is free, the service is provided as it is, and your tax obligations stay yours.

Who these terms are between

Nizamics Solutions Company, Jeddah, Kingdom of Saudi Arabia (“Nizamics”, “we”), and the business that opens an account (“you”). The person who creates the account confirms that they are allowed to accept these terms for that business. By creating an account or using the service you accept them. Custom software and integration work that Nizamics does for a client is governed by its own written agreement, not by this page.

What the service is

Software for issuing ZATCA e-invoices and credit and debit notes, submitting them to ZATCA’s Fatoora platform, keeping an accounting ledger and viewing reports, and running a point of sale. Features arrive in stages; the product page says which are available. We may add, change or remove features. If we remove something you rely on, we will give reasonable notice where we can.

Free, and provided as it is

The free plan costs nothing within the limits below, has no time limit, and needs no card. The service, on every plan, is provided “as is” and “as available”: we do not promise that it will be uninterrupted, error-free, or fit for a particular purpose, and we give no warranty beyond what Saudi law does not allow us to exclude. If we change the free plan for existing accounts, we tell account owners by email at least 30 days before the change takes effect, and exporting your full data stays free of charge.

Fair-use limits

A free account covers 1 branch, 3 users, 2 registers per branch and 1,000 products, with no limit on invoices or customers. These limits are set by Nizamics and the system enforces them. The paid plans below raise them, and we may raise them for a particular business by agreement. We may change the defaults; if we lower a limit for existing accounts we will give at least 30 days’ notice, and exporting your full data stays free of charge. You agree not to get around the limits, for example by opening several accounts for one business. We may restrict use that endangers the service for others, such as automated bulk traffic.

Renewal, cancellation and refunds

A plan is granted in your account once its invoice is paid, and runs for twelve months from that day. It then renews for another year at the price published at the time of renewal. We tell account owners by email at least 30 days before the renewal date, and before any change in price applies to them. You may cancel at any time before the renewal date. Cancelling stops the next renewal; the plan continues until the end of the year already paid. Refunds: if you ask within fourteen days of your first purchase of a plan, and have not yet used what it adds to the free plan, we refund the price in proportion to the part of the year that remains. Otherwise, the year already paid is not refunded.

Add-ons, limits and moving to a smaller plan

Add-ons, such as an extra branch, register, user or person taking bookings, are billed with the plan for the rest of its year, and renew with it. Reaching a limit never deletes your data: the system stops and tells you which limit you reached. If you move to a smaller plan, or a plan ends without renewal, whatever exceeds the new limits becomes read-only. It is never deleted, and you can export it in full, free of charge, at any time.

You remain the taxpayer

You are responsible for the correctness and completeness of everything you issue through the service: your business details, your customers’ details, prices, quantities, the VAT category and rate on each line, and the type of document. You are responsible for filing your VAT returns and paying your tax. The VAT return view is a summary of what you posted, offered to help you prepare a return; it is not a filed return and we do not file on your behalf. You are responsible for who you give access to and for what they do, and for keeping your sign-in details and your Fatoora portal secure.

Nizamics is not your tax adviser

Nothing in the service, on this website, or in our support replies is tax, accounting or legal advice. Default tax codes, the chart of accounts, error explanations and deadline tools are general information built from ZATCA’s published material. Whether a rule applies to your business is a question for a licensed adviser or for ZATCA.

ZATCA onboarding and your devices

To issue real invoices you connect a device using a one-time code that you generate in ZATCA’s Fatoora portal. By doing so you authorise us to request a certificate for that device from ZATCA in your name, to hold its private key in encrypted form, and to sign and submit your documents with it. We use the key for nothing else. The simulation environment is for practice: documents issued there are not tax invoices and must not be given to a customer. ZATCA’s platform is outside our control, and ZATCA may change its rules; we will adapt the service as soon as we reasonably can.

Availability, and the 24-hour reporting window

We run the service on a best-effort basis, without a guaranteed uptime. This matters differently for the two kinds of invoice. A simplified invoice is signed when you issue it and then reported to ZATCA, which allows 24 hours from issue. If ZATCA’s gateway or our service is unreachable, the document waits in a queue and is retried automatically every few minutes; the dashboard shows each document’s submission state. A standard invoice must be cleared by ZATCA before it is valid, so it cannot be issued while either side is down. If an outage lasts long enough to threaten the 24-hour window, the reporting obligation is still yours under the law; tell us, and keep your own record of the outage. A business that needs a written uptime commitment should talk to us about a paid arrangement.

Records cannot be edited or deleted

An issued invoice and a posted journal entry are permanent, as ZATCA’s rules and sound accounting require. Mistakes are corrected with a credit or debit note or a reversing entry, never by changing the original. The supplier document filed behind a posted bill is kept with it in the same way: to correct it, reverse the bill and enter it again. While your account is open we keep all of these records. Keeping them for six years, as Saudi VAT law requires, is your duty as the taxpayer, so download the archive described under closing an account below before you close.

Your data

Your business data belongs to you. We process it to provide the service, as described in the privacy policy, and it is stored and processed in the Kingdom of Saudi Arabia, except where you choose to connect an AI assistant, as the next section describes. For personal data in your records, such as your customers’ details, you are the controller and we act as your processor; you confirm that you are entitled to record it. An owner can download a complete copy of your records at any time from Company settings, as described under closing an account below.

Connecting an AI assistant

The service can be connected to an AI assistant that you choose, such as Claude or ChatGPT. It is off for every company until an owner asks us to switch it on, and each member then connects an assistant from their own account. By doing so you instruct us to send whatever that assistant reads, which is your figures, invoices and ledger entries, including your customers’ and suppliers’ details, to the assistant’s vendor, which processes it outside the Kingdom of Saudi Arabia under its own terms. That vendor is your choice and does not act for us, and we are not responsible for what it does with what it receives or for what an assistant tells you. You are responsible for having a lawful basis, toward your own customers, for sending their personal data abroad. An assistant acts with the permissions of the member who connected it, what it drafts is yours to check, and it cannot issue, pay, post or file anything without a person confirming on screen. You can revoke a connection at any time, and an owner can ask us to switch the setting off for the whole company; neither recalls what the vendor has already received. The privacy policy has the detail.

Acceptable use

Do not use the service to issue false or fictitious invoices, to evade tax, to invoice on behalf of a business you are not authorised to act for, to break Saudi law, to attack or probe the service, or to resell it as your own. We may suspend an account that does any of these, and we will cooperate with a lawful request from a competent authority.

Limit of liability

To the fullest extent Saudi law allows: Nizamics is not liable for indirect or consequential loss, lost profit, lost revenue, or for fines, penalties or tax assessments imposed on you, including those arising from a rejected, late or incorrect invoice or return. Our total liability to you for everything connected with the service is limited to the greater of the amount you paid us for the service in the twelve months before the claim and SAR 1,000. Nothing here limits liability that the law does not allow to be limited, such as for fraud or wilful misconduct.

Closing an account, and exporting your records

You may stop using the service at any time. An owner can download a complete archive of the company from Company settings whenever they like: every invoice with its signed XML, the XML cleared by ZATCA, its QR code and its PDF; every supplier document filed behind a bill; and the ledger, contacts, chart of accounts, periods, products and payments as CSV and JSON. Saudi VAT law requires you, the taxpayer, to keep these records for at least six years, so download the archive before you close. An owner closes the company from the same screen, by typing its name to confirm. From that moment the company is read-only, and 30 days later we delete it: every record and every stored document, followed by the copies of those documents in our backups. Any owner can cancel during those 30 days. Our encrypted database backups are not edited; they expire on their own within 90 days after the deletion. We may close an account that breaks these terms, or one that has been inactive for twelve months after thirty days’ notice by email; the archive can be downloaded throughout the notice. Before you close, renew or revoke your device certificates in the Fatoora portal as you see fit: they are registered in your name with ZATCA. Closing a company does not delete your own sign-in; to have that removed too, ask us as the privacy policy describes.

Changes to these terms

We may update these terms. The date at the top changes when we do, and a change that reduces your rights, including a change to the free plan for existing accounts, is announced by email to account owners at least 30 days before it takes effect. Exporting your full data stays free of charge whatever changes. Continuing to use the service after that date means you accept the change. A change to the paid plans applies to your plan from its next renewal, not during a year already paid.

Governing law

These terms are governed by the laws of the Kingdom of Saudi Arabia, and the competent courts of the Kingdom have jurisdiction over any dispute. We would much rather hear from you first. This page exists in Arabic and English; if the two differ, the Arabic text prevails.

Contact

hello@nizamics.com, or the WhatsApp number on this site. Nizamics Solutions Company, Jeddah, Kingdom of Saudi Arabia.

Related

What these terms sit beside.