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Coworking & Workspace · Riyadh · 5 Weeks

Unbox

Recurring, ZATCA-compliant member invoicing connected to Unbox’s internal approvals and workflows, so the coworking business runs from one automated system.

Industry · Coworking & Workspace · Riyadh

Unbox

Connecting member invoicing with Unbox’s internal management processes into one automated operation - from recurring, ZATCA-compliant invoices to the approvals and workflows that run the coworking business behind the scenes.

“Invoicing and our day-to-day operations used to be two separate worlds. Shyphan joined them into one system that mostly runs itself.”

Operations, Unbox
Client
Unbox
Solution
Invoice Integration +
Process Automation
Region
Saudi Arabia
Riyadh
Year
2026 · 5 weeks
Engagement
Invoicing & Internal
Workflow Automation
Overview

Project overview

Unbox partnered with Shyphan to deliver integrated invoicing and automated internal workflows. Unbox runs busy coworking spaces in Riyadh, but billing members and running internal operations lived in separate, mostly manual systems.

Shyphan, a Zoho Premium Partner, connected Unbox’s invoicing to its internal management processes, so bills and approvals flow from the same data without manual re-keying. The build combined Automated Invoice Integration and Internal Process Automation, configured around how the business actually runs.

Within weeks of go-live, Unbox’s invoicing and internal processes ran from one connected system. Measured outcomes included 100% Automated Recurring Invoicing, zero Manual ZATCA Invoices and 90% Faster Month-End. The project was delivered by Shyphan across Saudi Arabia Riyadh.

How It Flows

How the solution fits together

From the first data point to the last report, this is the path the work takes every day.

01MembershipMembers, plans, add-ons
02Recurring invoicingZoho Books schedules
03ZATCA e-invoiceAutomatic, compliant
04Payment captureOnline and bank
05ApprovalsPurchases and discounts
06DashboardRevenue and occupancy

Each step is a real system or automation in the delivered solution. Scroll sideways on smaller screens.

About the Client

Who Unbox is

Coworking & Workspace · Riyadh

Unbox

Unbox partnered with Shyphan to deliver integrated invoicing and automated internal workflows. Unbox runs busy coworking spaces in Riyadh, but billing members and running internal operations lived in separate, mostly manual systems.

See the results
Coworking and private officesAward-winning workspace brand in Riyadh.
Riyadh, Saudi ArabiaMultiple locations across the capital.
Recurring, compliant invoicingMembers billed automatically, ZATCA-compliant.
Featured on videoSee the Zoho Creator case-study film on our homepage.
The Challenge

Six gaps between invoicing and operations

Unbox runs busy coworking spaces in Riyadh, but billing members and running internal operations lived in separate, mostly manual systems.

Manual Member Invoicing

Recurring memberships and add-ons were invoiced by hand every cycle.

Disconnected Systems

Membership, bookings and finance data lived in separate tools and sheets.

Manual Internal Approvals

Purchases, discounts and sign-offs moved slowly through email and chat.

ZATCA Compliance Effort

Keeping invoices ZATCA-compliant added manual work to every bill.

Slow Month-End

Reconciling members, payments and invoices took days each month.

No Management Visibility

Leadership had no live view of revenue, occupancy or pending approvals.

In Their Words

“Every month-end was a scramble - matching members to payments, raising invoices, chasing approvals. We knew it should be automatic.”

Operations, Unbox
The Solution

Integrated invoicing and automated internal workflows

Shyphan, a Zoho Premium Partner, connected Unbox’s invoicing to its internal management processes, so bills and approvals flow from the same data without manual re-keying.

Automated Invoice Integration

  • Recurring member and membership invoicing on schedule
  • ZATCA-compliant e-invoices generated automatically
  • Add-ons, meeting rooms and usage billed from one source
  • Payment capture and automatic reconciliation
  • Invoices linked to the right member and contract

Internal Process Automation

  • Approval workflows for purchases, discounts and sign-offs
  • Member lifecycle - onboarding, renewals and exits
  • Booking and space requests routed automatically
  • Notifications and reminders for the team
  • One management dashboard for revenue and operations

Key Customizations & Integrations

Invoicing ↔ Operations Link

Member and booking data flows straight into invoices, no re-keying.

ZATCA E-Invoicing

Every invoice is generated compliant, automatically.

Approval Workflows

Routing and sign-off rules replace email and chat chasing.

Management Dashboard

Live revenue, occupancy and pending-action visibility.

Clients We Have Delivered For

In good company

Every logo is a published case study. Click one to read it.

Shura LinksLongtharai InternationalAl-Mazaya Al-ShamlaDevisersTech ArabiaParcelUnboxEsyasoftEco RideVetic
Our Approach

Five-phase delivery in 5 weeks

We mapped the full member-to-invoice journey first, then automated it in controlled phases so live billing was never at risk.

PhaseActivitiesOutcome
1. Discovery & BlueprintMapped membership, billing, approval and booking processes end-to-endSigned-off Solution Design
2. Invoicing BuildRecurring invoicing, ZATCA e-invoicing, payment and reconciliation setupAutomated billing engine
3. Process AutomationApproval workflows, member lifecycle, booking routing and notificationsAutomated internal ops
4. Dashboard & UATManagement dashboard, reports and a full UAT cycle on real dataUAT sign-off
5. Go-Live & Hyper-careCutover, training, go-live support and an optimization sprintStable, hands-off system

Why the phased roll-out worked

Invoicing was automated first and proven before internal workflows were layered on.
Live member billing kept running throughout, with no disruption to cash flow.
The team adopted the dashboard with confidence because they had validated the numbers.
Scope in Detail

Everything that was delivered

The full list of what went live, so you can compare it with your own requirement.

Membership and space data model in Zoho Creator
Recurring invoicing for memberships and add-ons
ZATCA-compliant e-invoicing from Zoho Books
Payment capture and automatic reconciliation
Approval workflows for purchases and discounts
Member onboarding, renewal and exit automation
Management dashboard for revenue and occupancy
Training and hyper-care
Local Compliance

Compliance we kept in mind for Saudi Arabia

Every build we deliver in Saudi Arabia is checked against the Kingdom’s tax, e-invoicing, payroll and data rules before go-live. These are the ones that shaped this project.

ZATCA Phase-2 e-invoicing

Fatoora onboarding with CSID, UBL 2.1 XML, QR codes and clearance or reporting depending on B2B or B2C.

15% VAT

Standard, zero-rated and exempt supplies mapped correctly, VAT-inclusive pricing where the market expects it, and return-ready reports.

Saudi PDPL

Personal data of customers and staff kept to what the process needs, with role-based access and audit logs.

Bilingual documents

Arabic and English on invoices, quotations and customer communications, with Hijri and Gregorian dates where required.

SAR and rounding

Halala-level rounding, SAR as base currency and ZATCA-compliant totals on every document.

Member personal data

Member IDs and payment details stored in Zoho with restricted access, in line with Saudi PDPL.

Compliance reviewed before go-live, not after
The Results

From manual month-end to one automated operation

Within weeks of go-live, Unbox’s invoicing and internal processes ran from one connected system.

100%Automated Recurring Invoicing
ZEROManual ZATCA Invoices
90%Faster Month-End
60+Hours Saved / Month
Real-timeManagement Visibility
1Connected System

Business Outcomes

Invoicing on Autopilot

Recurring, compliant invoices go out on schedule with no manual work.

Streamlined Internal Ops

Approvals, renewals and bookings move through automated workflows.

Faster Month-End

Reconciliation that took days now happens automatically.

Effortless Compliance

Every invoice is ZATCA-compliant without extra effort.

Live Management View

Leadership sees revenue, occupancy and pending actions in real time.

Ready to Scale

New members and spaces are handled without adding admin load.

Client Testimonial

What the team at Unbox said

“Shyphan connected our invoicing to how we actually run the space. Members are billed automatically and compliantly, approvals no longer get stuck, and our leadership finally has a live view of the business. Month-end went from a multi-day scramble to something that just happens.”

UB
Management

Unbox · Riyadh

What worked well

Invoicing automated and proven first, then internal workflows layered on safely.
No disruption to live member billing during the roll-out.
ZATCA-compliant e-invoicing handled automatically, with no extra effort.
One management dashboard that gave leadership real-time confidence.

Ready to connect your invoicing and operations?

Send us your brief and a senior consultant will reply within 24 hours with scope, timeline and a fixed quote. No spam, no junior reps.

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Where this service is weak - and what we do about it

We are not the cheapest, and we decline work where the budget will not cover doing it properly or where the product is the wrong answer.

How we handle it: You get a written recommendation after the free discovery call either way, including when that recommendation is not to proceed.

Vikas Saroj, Co-Founder and COO at Shyphan AI Solutions

Written and reviewed by Vikas Saroj, Co-Founder, COO & Growth at Shyphan AI Solutions, who owns delivery across India, the Gulf and the UK. Last reviewed on 14 September 2026. Meet the team · LinkedIn