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Case Study

Brewing Compliance: How Costa Coffee Streamlined E-Invoicing with eXert EIS

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Serving Compliance Hot: Costa Coffee’s Journey with eXert E-Invoicing

Costa Coffee, operated in Saudi Arabia by Alghanim International Food Co LLC, is one of the most recognized international coffee chains in the region, known for delivering consistent customer experiences across its multiple retail outlets. As part of Saudi Arabia’s digital transformation and regulatory shift, Costa Coffee was required to comply with the ZATCA (Zakat, Tax, and Customs Authority) e-invoicing mandate. To ensure timely, compliant, and future-ready integration, Costa Coffee partnered with Maiprosoft to implement the eXert EIS (E-Invoicing Solution) across its operations in the Kingdom of Saudi Arabia.

The Challenge

As a fast-growing retail F&B brand, Costa Coffee faced the dual challenge of ensuring full compliance with ZATCA Phase 1 and Phase 2 regulations while maintaining operational efficiency and customer experience. With high transaction volumes at multiple locations and a centralised accounting system, any disruption in invoice generation could affect business continuity, financial accuracy, and regulatory standing. Additionally, integration needed to be seamless with their existing ERP and POS infrastructure — without additional downtime or staff confusion.

Key features included:

  • Phase 1 & 2 compliant invoice formats
  • Real-time integration with ZATCA Fatoora portal
  • Scalable design for multi-location operations
  • End-to-end encryption and data integrity assurance
  • On-premise + cloud hybrid deployment flexibility
  • Centralized dashboard for compliance monitoring
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The Solution: eXert EIS

Maiprosoft deployed its powerful and ZATCA-certified eXert EIS module — a purpose-built, cloud-native e-invoicing platform tailored to Saudi compliance needs. The solution was fully integrated with Costa Coffee’s existing systems, allowing for real-time e-invoice generation, automatic QR code embedding, UUID tagging, and secure API communication with the ZATCA Fatoora platform. The system was capable of handling high-volume transactions across all Costa branches, automating e-invoice issuance while validating every document with ZATCA in real-time.

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Deployment & Support in Saudi Arabia

The implementation took place in the Kingdom of Saudi Arabia, with localized Maiprosoft consultants conducting end-to-end project delivery. This included stakeholder coordination, workflow analysis, system mapping, pilot testing, and live deployment across all retail units. The project also featured a comprehensive training program for accounting teams, outlet managers, and IT personnel — ensuring a smooth learning curve and quick adaptation.Data migration, historical invoice archiving, and ZATCA sandbox testing were carried out meticulously to meet technical requirements. Real-time invoice validation, rejection handling, and fallback mechanisms were also included in the deployment to ensure operational continuity under all scenarios.

Business Outcomes

With eXert EIS fully implemented, Costa Coffee now enjoys a 100% ZATCA-compliant e-invoicing workflow, with no manual interventions or errors. Invoice validation time has dropped to under 2 seconds, and the finance team now has instant visibility into daily invoice volumes, tax details, and regulatory reporting. Store managers no longer need to manage paper trails or invoice backups manually — improving productivity at the branch level.The solution also ensures long-term scalability — allowing Costa Coffee to easily expand across Saudi Arabia without worrying about invoice system overhauls. Additionally, the built-in reporting tools have helped the finance team better analyze customer transaction trends and VAT reporting accuracy.