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Accounting & Financial Compliance · KSA · 5 Weeks

Unbox

A fully ZATCA Fatoora Phase 2 compliant Zoho Books rollout with clean opening balances, Saudi VAT and end-to-end e-invoicing automation.

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, an Authorized Zoho 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.

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, an Authorized Zoho 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.

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.
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?

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