Issue CFDI invoices (facturas) from checked-out appointments

If you need to give your clients official Mexican tax invoices (CFDI, "facturas"), Zelun can prepare them for you straight from an appointment you have already checked out. An invoicing provider authorized by SAT, called a PAC, certifies each invoice. Zelun does not certify invoices itself. Your client receives the PDF and the official XML by email, and you can download either one again whenever you need it.

You do not need invoicing experience or a separate invoicing program. You enter your business's tax information once, and after that any checked-out appointment can be invoiced with one click.

There are two ways to set it up. You choose between them in CFDI provider mode:

• Bring your own Facturama account. If your accountant already set up an account with the provider, Zelun uses it to issue every invoice in your name.
• Let Zelun handle it. If you do not have an account, you upload your business's digital seal certificate (your CSD) once and Zelun issues the invoices for you through its own provider account.

Either way, your clients see the same invoice and it carries your own business's tax ID. Invoicing is only available when your business is in Mexico and its currency is Mexican pesos (MXN).

Besides the invoice for a checked-out visit, Zelun can issue three related documents from the same appointment: an invoice for a deposit the client paid in advance (anticipo), a credit note when that deposit is refunded (egreso), and an invoice for a cancellation or no-show fee that was collected.

Every plan includes a number of CFDI invoices each month at no extra cost. The billing screen shows how many you have left and when they reset.

1. Your RFC, your business's tax ID.
2. Your régimen fiscal, the tax regime your accountant assigned you. You pick it from a short list.
3. Your código postal, the postal code registered with SAT for your RFC. It may differ from your shop's street address.
4. Your legal name exactly as SAT has it on file (razón social). This is the easiest thing to get wrong. It is not your shop's brand name or the name on your sign. If it does not match character for character, invoices are rejected. Ask your accountant for the exact text or copy it from a document issued by SAT.
5. If you choose "Let Zelun handle it": your CSD files, a certificate file (.cer) and a private key file (.key), plus the password you set for the key. SAT issues these through its own site. Neither Zelun nor the invoicing provider can create them for you.
6. If you choose "Bring your own Facturama account": the sign-in details of that account.

Until the settings are complete, issuing is blocked and the screen asks the owner to finish them. Your business must be in Mexico and its currency must be MXN.

Set up invoicing (once)

1. Open My business and find the CFDI (invoicing) section.
2. Fill in Emisor RFC, Emisor régimen fiscal, Emisor código postal and Emisor legal name (razón social).
3. Under CFDI provider mode, choose how you want to invoice.
4. If you chose your own account, enter its details under PAC credentials. They are never shown again once saved.
5. If you chose Let Zelun handle it, upload your CSD: select the Certificate (.cer) and the Private key (.key), type the Private key password, and press Register CSD. Zelun checks that the certificate belongs to the same RFC you entered and refuses it if not.
6. Press Save CFDI settings.

Issue an invoice

1. Check out the appointment as usual.
2. If your client wants the invoice in their own name, add their RFC, Régimen fiscal and Código postal to their record under Clients first.
3. Open the appointment in the appointment book and press Facturar (issue CFDI).
4. Choose the Uso CFDI your client needs and confirm. When it is done, the screen shows that the CFDI was issued.
5. Sometimes the invoice provider does not answer in time and Zelun cannot yet tell whether the invoice was created. The screen then shows Issuing the invoice… and the button stays disabled. Do not press it again: Zelun keeps checking, and the screen updates by itself when the invoice is ready or the invoice is returned to your balance if it was never created. While it is issuing, the checkout cannot be edited.
6. Use Download PDF or Download XML whenever you need a copy.

Invoice a deposit, a refund or a fee

1. Open the appointment in the appointment book. When there is something to invoice, it shows Other invoices for this visit.
2. Press Invoice the deposit (anticipo) for a deposit the client paid or kept as account credit. The payment form on it follows how the deposit was paid.
3. If that deposit is later refunded, press Issue credit note for the refund (egreso). Invoice the deposit first: the credit note has to relate to it. A deposit kept as account credit needs no credit note.
4. For a late-cancel or no-show fee that was actually collected, press Invoice the cancellation or no-show fee.
5. Each document appears in the list with Issued and its own Download PDF and Download XML. If the provider is slow, the list says the invoice is being issued and updates by itself. Do not press the button again.

When you check out a visit whose deposit already has its own invoice, the visit's invoice is related to it.

Cancel an invoice

1. Open the appointment and press Cancel CFDI.
2. Choose the Cancellation reason. SAT defines four reasons, numbered 01 to 04. Reason 01 also needs the Replacement folio, the unique ID of the invoice that replaces this one.
3. Confirm. Sometimes SAT needs your client to accept the cancellation. Zelun keeps checking until it is settled.

• If your client has an email on file, they receive one email with the PDF and the XML right after the invoice is issued.
• The invoice carries your business's own RFC and legal name.
• A client without an RFC still gets a valid invoice. It is issued to SAT's generic "público en general" receiver, which is the usual practice for walk-in clients.
• Tips are not part of the invoice, only the service and product total.

• Using your brand name instead of your legal name. The legal name must match what SAT has registered for your RFC exactly, or invoices are rejected.
• Asking for an invoice when Client credit was most of the payment. Client credit has no payment form on the invoice, so Zelun refuses with an explanation. Record how the Client paid with cash, card, SPEI or OXXO first.
• Editing a checkout that already has an invoice. Once an invoice is attached, or while one is being issued, the checkout cannot be changed.
• A business outside Mexico, or a currency other than MXN. Invoicing is only offered to businesses in Mexico that work in Mexican pesos.
• Issuing a credit note before the deposit invoice. The credit note must relate to the deposit's own invoice, so invoice the deposit first.
• Invoicing a fee that was not collected. Only a fee that was actually charged can be invoiced. An owed fee cannot.
• A certificate for a different RFC. Zelun refuses a CSD whose RFC does not match the one you entered, and the provider can also reject a certificate that is invalid, has the wrong password, or has expired.
• Expecting tips on the invoice. They are never included.
• Expecting a cancellation to give the invoice back. Each issued invoice uses one from your invoice balance, and cancelling does not return it. Invoices are never deleted, only marked as cancelled with a reason, as SAT requires.
• Running out of invoices. The billing screen shows how many invoices you have left. When none are left, issuing pauses and the screen explains your options.
• Letting your certificate expire. Its expiration date is shown in your CFDI settings, with a warning starting 30 days before. An expired certificate blocks new invoices until you register a renewed one. Invoices already issued are not affected.
• Choosing "Let Zelun handle it" when it says it is not available yet. In that case ask Zelun to finish enabling it for your account, or use your own account.

The linked articles cover checkout, your clients' tax details, what happens to deposits and fees, and your own Zelun plan.