Electronic invoice for Kazakhstan — is an additional Torgsoft option that generates electronic invoices (ESF) from sales and exchanges them with Kazakhstan’s Information System of Electronic Invoices (IS ESF). The option is activated when the regional standard «Republic of Kazakhstan» is selected.
The option is needed by entrepreneurs in Kazakhstan who, under tax legislation, are required to issue ESF, particularly when selling excisable and food products. Without automation, details have to be entered manually and duplicated for the government portal. The option handles document generation: the item name, quantity, price, and identification numbers (IIN/BIN) of the sender and recipient are automatically pulled into the invoice.
As a result, you create primary invoices from sales and additional invoices from returns, send them to IS ESF directly or via an XML file, and create receipt invoices from incoming supplier invoices without repeated manual entry. The license is valid for 1 year.
Issue Kazakhstan ESF directly from sales in Torgsoft
The option generates electronic invoices from sales and exchanges them with IS ESF directly or via an XML file.
What is an electronic invoice (ESF)
An electronic invoice is a tax document that businesses in Kazakhstan prepare and register in the government Information System of Electronic Invoices (IS ESF). The state tracks the movement of goods from production or import to sale to the final customer, so issuing ESF is mandatory for a number of sectors. The Torgsoft option generates these documents automatically from the program data and transfers them to IS ESF.
Basic terms
Electronic invoice
A tax document generated from a sale and registered in the government system.
IS ESF
Information System of Electronic Invoices — a government portal for document exchange.
Primary invoice
Created from a sale for a named customer with completed details.
Additional invoice
Issued for a product return and automatically linked to the primary invoice.
IIN/BIN
Individual and business identification numbers of the sender and recipient.
Electronic signature
Authorization and signature certificates of the National Certification Authority of the Republic of Kazakhstan.
Who this option is for
Selling excisable goods
Alcohol and other excisable groups where issuing ESF is mandatory under the requirements of the Republic of Kazakhstan.
Grocery retail
Grocery stores, if mandatory ESF issuance is required for their goods or operations.
Wholesale and B2B trade
Businesses that regularly exchange invoices with counterparties.
Stores with returns
Locations where additional invoices for returned goods need to be issued quickly.
Who does not need it. The option is designed to work under the «Republic of Kazakhstan» standard. It is not needed by businesses outside this jurisdiction or by those who are not required to issue electronic invoices and sell only to unnamed retail customers without an ESF requirement.
When to enable it immediately
- if you trade excisable or food products and are required to register ESF;
- if invoices are still completed manually and duplicated for the government portal;
- if you regularly receive incoming invoices from suppliers and post goods to inventory;
- if you often have returns for which additional invoices must be issued.
What tasks the option solves
How it looks before and after
Before
The accountant manually transfers sales data into the invoice form, separately fills in the company and counterparty details, and then uploads the document to the portal. For goods receipts, the invoice is entered again.
After
The invoice is generated from the sale in one action, the details are already saved in the cards, and the document is sent to IS ESF. A receipt invoice can be created from an incoming ESF without repeated manual entry.
How it works: 6 steps
Preparation. Install CryptoSocket and the local server for the electronic signature of the National Certification Authority of the Republic of Kazakhstan, and activate the option in the «Additional functions» section.
Company and counterparty setup. In the cards, specify IIN/BIN, beneficiary code (KBe), VAT payer status, recipient category, and country code (KZ by default).
Product parameters. Add dynamic characteristics for the required product types. Product identifier and Product origin attribute are mandatory.
Invoice creation. Issue the primary invoice from the «Sale», «Expense list», or «Trade with invoice issuance» modes. The invoice requires a named customer with completed details.
Sending. Send the invoice directly to IS ESF or save it as an XML file for manual upload to the government portal.
Incoming invoices and returns. Download incoming invoices from the IS ESF account and create receipt invoices from them. For returns, issue an additional invoice linked to the primary invoice.
Important. The ESF number and Issue date are filled in automatically by the program and cannot be edited manually. An invoice is not created for an unnamed (system) customer — a named customer with correct details is required.
Try the option in your business
Download the 30-day demo version and test ESF generation using your own data. If needed, our specialists will help with setup.
Option capabilities
Scenarios by niche
Liquor store
Selling alcohol requires issuing ESF. The invoice is generated from a sale for a named customer, details are pulled from the cards, and the document is sent directly to IS ESF.
Wholesale depot
The business ships goods to counterparties and receives supplies. Outgoing invoices are created from sales, and receipt invoices are immediately generated from incoming invoices.
Grocery store
Frequent sales and returns. An additional invoice linked to the primary invoice is issued for a return, without recalculations in government systems.
Example
The scenario is illustrative. A store in Kazakhstan sells excisable goods and is required to register ESF. Previously, the accountant filled in invoices manually and uploaded them separately to the portal, while goods receipts were entered again as invoices.
After enabling the option, the company, counterparty, and product details were configured once. Now the primary invoice is created from a sale, sent to IS ESF, and receipt invoices are created from incoming supplier invoices without repeated manual entry. Time spent on document flow has been significantly reduced.
Which options and equipment it works with
- Related options. Integration with Satu.kz for synchronizing products and orders.
- Signature. The option works with authorization and electronic signature certificates of the National Certification Authority of the Republic of Kazakhstan via CryptoSocket and a local server.
Comprehensive automation. Together with inventory accounting and synchronization with Satu.kz, the option covers accounting, sales, and government document flow for business in Kazakhstan in one program.
Price and connection terms
- Licensing. The option is purchased for each workstation for separate versions, or one for a local network, or one for a terminal license server.
- Payment. Annual. The option is available starting from Torgsoft version 2019.2.0.
- Demo version. Free for 30 days for testing on your own data.
How to enable
- Download the demo version and select the «Republic of Kazakhstan» regional standard.
- Pay for activation of the option for the required number of workstations or server.
- Configure company, counterparty, and product parameters and start issuing ESF.
Frequently asked questions
What type of trade needs this option
The option is needed by businesses in Kazakhstan that are required to register electronic invoices in IS ESF. This especially applies to the sale of excisable goods, such as alcohol, and food products.
From which modes can a primary invoice be issued
A primary invoice is created from three modes: «Sale» through the «Additional actions» group, «Expense list», and «Trade with invoice issuance» on the expenditure invoice tab.
Can an ESF be issued to an unnamed customer
No. To create an invoice, a named customer with completed details is mandatory: IIN/BIN, recipient category, and country code. An invoice is not created for a system customer.
How to process the return of goods sold via ESF
For a return, an additional invoice is created in the «Receipt list» mode or «Trade with invoice issuance» on the return tab. The return must contain goods for which a primary invoice has already been created, so that the additional invoice is linked to it.
How to upload invoices to the government IS ESF system
Two methods are available: direct sending to IS ESF or saving to an XML file for subsequent manual upload to the personal account on the government portal.
How to receive goods from a supplier without a manual invoice
On the incoming invoices tab, select the received document and create a receipt invoice from it. The goods receipt will be generated automatically, without repeated entry.
Can the invoice number or date be changed manually
No. The ESF number and issue date are filled in automatically and are not available for editing. At the same time, the number and date of the contract or power of attorney can be specified.
How to pull in the full name of the employee issuing the invoice
The field is filled in automatically if the company is specified in the sale and the employee has been granted permission to work with electronic invoices. Without this permission, the program will not allow the invoice to be created.
How to find out the current invoice status
Use the «Update status» action — the program will check the document status against the government system and update it in Torgsoft. When downloading incoming invoices, you can immediately select the required statuses.
Are ESF generated for fiscal goods and sales through Torgsoft Hybrid
Yes. The option supports fiscal goods. ESF for sales from the autonomous Torgsoft Hybrid application are also supported.
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