One place for contracts, vendor bills and employee files, each linked to the Odoo record it belongs to, with access rules per workspace.
Saudi finance and HR teams keep vendor bills as WhatsApp photos, employee files in Google Drive folders and ZATCA certificates in someone's downloads, until a GOSI audit or a missed iqama expiry shows how fragile that is. Odoo Documents stores and tags files in workspaces, attaches them to the order, invoice or employee they relate to in Odoo Accounting and Odoo Employees, turns scanned bills into draft vendor bills, and collects files from customers and vendors through request links.
File names, tags and search work in Arabic and English, so a bilingual contract is found whichever language the user types. Employee documents such as iqamas, Qiwa contracts, passports and health certificates sit on the employee record with expiry tracking, and finance documents are retained for the period ZATCA requires. Retention and access rules per workspace support PDPL obligations on purpose and access limitation, and Naqlah, an Odoo Gold Partner in Saudi Arabia, designs the workspace structure around your entities and audits.
Audit ready archive
Invoices and supporting documents are kept for the ZATCA retention period of at least 6 years and found in seconds by tag, vendor or period. When ZATCA, GOSI or an external auditor asks, you filter rather than search.
HR files with expiries
Iqama, passport, contract, health certificate and qualification dates trigger reminders before they lapse. HR sees upcoming expiries per branch and the file is already on the employee record.
Bills without typing
WhatsApp photos and emailed PDFs become draft vendor bills with VAT extracted. Finance checks and posts instead of retyping, and the original file stays attached to the bill.
1. The bill arrives in the workspace
The supplier emails the PDF to the finance alias, or a branch manager photographs the paper bill from the Odoo mobile app, and it lands in the finance workspace.
2. OCR creates a draft bill
Document digitisation reads the vendor, date, invoice number, amount and VAT and creates a draft vendor bill, with the file attached.
3. Finance checks and posts
The accountant verifies the draft against the purchase order in Odoo Purchase, corrects anything the OCR missed and posts it, so the ledger and the VAT return are correct.
4. The document is retained
The file is tagged, locked and retained under the workspace rules, ready for the ZATCA retention period, and signed copies from Odoo Sign are filed the same way.
Timelines depend on the volume of files to migrate and the number of entities, and Naqlah gives you a clear roadmap in the first consultation.
| Area | Before | With Odoo via Naqlah |
|---|---|---|
| Storage | Drive folders with no link to the order or employee | Workspaces linked to the Odoo record |
| Vendor bills | Typed by hand from photos | OCR to draft bill with VAT extracted |
| HR documents | Scattered across folders and phones | On the employee record with expiry reminders |
| Access | Shared links anyone can forward | Rights per workspace and document |
| Audit requests | Days of searching for supporting documents | Filter by tag, vendor or period |
| Versions | contract_v3_final_FINAL.pdf | Version history with locking |
Everything else, we cover in a free 30-minute consultation.
Free consultation. Meet the team and get a clear roadmap in one call.
.svg)