FiscalFlow ERP
Self-service onboarding — no need to ask, just follow the steps

Get Started with FiscalFlow in 10 minutes

From free trial to your first fiscalised invoice. Follow the steps below — plan selection, company onboarding, TARMS branch & Virtual Server order, ZIMRA sample validation (<2 working days), then daily tasks: print, fiscalise, download, credit/debit notes & quotations.

Start at Step 1 Download PDF Guide
7-day free trial No card required Public guide
0

Overview — what you’ll achieve

In about 10 minutes you will: start a free trial, get your company approved, add your branch on TARMS, place the Virtual Server order, and learn the daily flows (create, print, fiscalise, download, credit/debit note, quotation). No need to ask — just follow the numbered steps.

Start → Trial

Pick plan, fill company + admin. 7 days free, no card.

TARMS → Branch + Order

Add branch first, then Virtual Server order. Send Order # to support.

ZIMRA Validation → Go Live

We send samples to ZIMRA (<2 working days), then fiscalise.

1

Start Free Trial & Select Plan

Takes ~2 minutes • No card required • www.dougsabh.co.zw

  1. Go to website: www.dougsabh.co.zw
  2. Find “Free Trial” — hero button Start Free Trial or Pricing → Start Free Trial on any plan card.
  3. Selector: choose the plan.
    PlanBest forPrice / year
    BasicSimple ZIMRA invoicing$110
    Standard ★ Best valueFull accounting + inventory$300
    ProfessionalPurchasing + banking + budgets$500
    EnterprisePOS API, integrations, analysis tools$900

    Tip: You can upgrade/downgrade later. Trial defaults to 7 days.

  4. Fill all details they ask for → you’ll land on the onboarding wizard (next step).
Start Free Trial Start with Standard ($300)
2

Complete Onboarding

4 steps — Company → Admin → Branding/Bank → Review

Step 1 — Company

  • Company Name & Trading Name
  • TIN (10 digits) — VAT Number required if TIN starts with 2 (9 digits). TIN starting with 1 = non-VAT.
  • Branch address: House No. (max 10), Street & Suburb (max 40), City (20), Province, Region + Station (ZIMRA dropdowns)
  • Phone + Company Email

Step 2 — Admin

  • Full Name, Email (must be unique)
  • Password + Confirm (Laravel defaults)

You’ll use this to sign in at /login.

Step 3 — Branding & Bank

  • Currency (USD/ZWG/ZAR/BWP/EUR/GBP)
  • USD & ZWG bank: name, branch, account name/number, swift/sort code — optional, helps invoice footer

Step 4 — Review

  • Check all details → Submit
  • Company status becomes active, trial 7 days, fiscal device serial DOU-… created (pending)

Why the address matters:

The branch address you enter here is what ZIMRA uses to validate your TARMS branch (next step). Use the exact official address — house number, street, city must match what you will add on TARMS.

3a

Add Branch on TARMS — do this BEFORE ordering

TARMS path you provided: Taxpayer Information → Taxpayer Profile → Branches → Add Branch

You cannot place a Virtual Server order until the branch exists and is approved on TARMS. Always add the branch first.

  1. Log in to TARMS with your account (the same TIN you used for onboarding).
  2. Top/header → Click Taxpayer Information
  3. Under Taxpayer Information → Click Taxpayer Profile
  4. Find the Branches tab/section → Click Add Branch (or Add New Branch)
  5. Fill the branch form — must match your FiscalFlow onboarding address:
    House Number — e.g. 2578
    Street & Suburb — e.g. Zimuto Camp, Eastvale
    City / Town + Province
    Region + Station — same ZIMRA values as onboarding
  6. Submit. Branch status → Pending → wait for ZIMRA approval → Approved/Active. You can proceed to the order once approved (or immediately if TARMS allows ordering while pending — check your TARMS).

Tip: If you have multiple branches, add each one separately. The Virtual Server order below lets you pick which branch the device is assigned to (Quantity 1 per order; repeat for additional branches).

3b

Place the Virtual Server Order on TARMS

After the branch is added/approved

Exact values to use — copy carefully

SupplierZimra
Device ModelVirtual Server
Quantity1
Order commentsVirtual Fiscalisation-Testing

Branch: select the branch you added in 3a. It must appear in the dropdown — if it doesn’t, it’s not yet approved.

  1. Log in to TARMS (if not already).
  2. Top menu → Click Self Service
  3. Left/Top menu → Click Order
  4. Click New Order
  5. Fill: Supplier Zimra, Device Model Virtual Server, Branch your branch, Quantity 1, Order comments Virtual Fiscalisation-Testing
  6. Click Place Order
  7. Copy the Order # that appears and send it to support:
    Send Order # on WhatsApp Email Order #
3c

We send samples to ZIMRA for validation

Takes less than 2 working days after you send Order #

Once you send us the Order #, our team prepares sample fiscal documents (invoices, credit notes) for your branch and submits them to ZIMRA FDMS validation on your behalf.

What ZIMRA checks

Device model (Virtual Server), branch linkage, TIN/VAT, HS codes, VAT calculations, fiscal signatures and QR format.

What you do

Nothing — just keep your 7-day trial running. We notify you on WhatsApp/email as soon as ZIMRA approves. Typically within 24–48 hours (working days).

After approval

Your Virtual Server is activated. Fiscal Day can be opened and you can fiscalise live invoices immediately (Step 6). You will see Device Active in Dashboard.

Why this step exists: ZIMRA requires every new Virtual Server branch to pass sample validation before live fiscalisation. This is a one-time approval — it does not repeat. While you wait, continue setup (next step) so you are ready to fiscalise the moment approval arrives.

4

First-time Setup Checklist

Do this once after signing in to /login → Dashboard. Seed data is auto-created for ERP companies (currencies, VAT rates, chart of accounts).

  • ✓Settings → VAT Rates: Standard 15.5%, Zero, Exempt — adjust if needed.
  • ✓Products: Add items with HS Code (8 digits, zero-padded) and VAT rate; or Import CSV.
  • ✓Customers: Add with correct TIN/VAT; or Sync from Companies / Import CSV.
  • ✓Settings → Document & Template Labels: customize description, hs_code, etc. if needed.
  • ✓Fiscal Day: Open fiscal day before fiscalising (Settings → Fiscal Days → Open, or POS route). Required for receipt numbering.
5

Create & Print an Invoice

Menu: Invoices → Create

  1. Document Info: Invoice Date (default today), Due Date, Currency (USD etc.), Document No. auto-assigned (INV…).
  2. Customer & Payment: Type to search customer (name/TIN/email) → select → details auto-fill. Check TIN/VAT; choose Payment Method & Terms.
  3. Items: Click Search product… or type description manually. Fill HS Code, Qty, Unit Price, VAT Rate. Totals calculate live (ex-VAT, VAT, inc-VAT). Use Add Item for more lines.
  4. Click Save Invoice. You’re taken to Show (status: pending / draft).

How to print

  • Before fiscalisation: On the invoice view → use Download PDF or print from your browser (Ctrl+P). No QR yet.
  • After fiscalisation: Use Download Fiscal PDF — this includes the ZIMRA QR code, verification code and receipt details. This is the compliant copy to give the customer.
Note: Editing is blocked once fiscalised. Use a Credit/Debit Note for corrections.
6

Fiscalise the Invoice (send to ZIMRA FDMS)

On the invoice Show page, status must be pending/draft and fiscal day open. Company VAT number is required if any line is vatable (TIN starting with 2).

  1. Open the invoice (e.g. INV-0001).
  2. Click Fiscalize.
  3. Wait for: Success — Receipt Global Number: … Fiscal PDF is generated automatically.

If it fails:

  • Fiscalisation blocked: prior receipt pending → wait/retry (FIFO).
  • VAT not registered → add VAT number in Settings → Company.
  • Fiscal day not open → open fiscal day first (Settings → Fiscal Days).
  • Check ZIMRA validation errors shown in the success warning — receipt may still be fiscalised but marked invalid.

Requires an active subscription and an open fiscal day.

7

Download & Share the Fiscal Invoice

  • •Regular PDF: Use the Download PDF button — available for every invoice.
  • •Fiscal PDF (with QR): Use Download Fiscal PDF — available only after fiscalisation. This is the ZIMRA-compliant copy with QR code and verification code.
  • •Share link: You can generate a secure share link for the fiscal invoice — no login required for the recipient.
  • •Email: On the invoice view, use Email to send the invoice directly to your customer.
The same download and sharing options are also available for credit notes and debit notes.
8a

Credit Notes — refunds & returns

Use when you need to reduce/reverse an invoice (return, overcharge, discount after fiscalisation).

From an invoice (recommended)

  1. Open the fiscalised invoice → choose Create Credit Note
  2. Details are pre-filled from the invoice — adjust quantity/amount and reason
  3. Save → Fiscalise the credit note → Download the fiscal PDF

Standalone

  1. Credit Notes → Create → select original invoice/ reason
  2. Save → Fiscalize (same flow as invoice)

You can also fiscalise and download the fiscal PDF for credit notes, just like invoices.

8b

Debit Notes — additional charges

Use when you under-charged or need to add lines after fiscalisation.

From an invoice

  1. Open the invoice → choose Create Debit Note
  2. Enter the additional amounts and save
  3. Fiscalise → Download the fiscal PDF

Standalone

  1. Debit Notes → Create → select the related invoice
  2. Save and fiscalise the debit note
9

Quotations — quote then convert

Quotations are NOT fiscalised — only invoices are.

  1. Quotations → Create — same form as invoice (customer, items, totals).
  2. Save → use Download PDF to send the quotation to your customer.
  3. When accepted → click Convert to Invoice → a new invoice is created in draft/pending status. Then follow Step 6 to fiscalise.
Workflow: Quotation (draft) → PDF → Convert → Invoice (pending) → Fiscalize → Fiscal PDF
?

FAQ & Troubleshooting

Fiscal PDF is generated right after fiscalisation. Refresh the invoice page and use Download Fiscal PDF (not regular Download PDF). If still missing, check fiscal day was open and device is licensed (Settings → Device Status).
Your company has no VAT number but an item has VAT > 0. Add VAT number in Settings → Company (9 digits, required when TIN starts with 2) or use Zero/Exempt rate for non-VAT supplies.
Confirm you placed the order under Self Service → Order (not elsewhere). Branch must have been Approved first. Check TARMS Orders → History/Status. Copy the number exactly and send via WhatsApp/email.
Branch not yet approved on TARMS. Go to Taxpayer Information → Taxpayer Profile → Branches and wait for approval. Address must match onboarding.
No. Fiscalised = immutable. Create a Credit Note (reduce) or Debit Note (increase) referencing the same document number.
Each invoice fiscalises once. If you need to re-send the PDF, download the existing Fiscal PDF or share the signed link.

Still stuck?

Send your Order # + TIN + screenshot. We reply within one business day.

WhatsApp Email
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