A corporate buyer messages sales: "Send the invoice so finance can arrange payment." Yet the final quantity, delivery date or purchasing legal entity is still unconfirmed. Do not turn every document request into a final tax invoice. First clarify whether procurement needs a detailed quote, a preliminary proforma document or a tax invoice that must follow the applicable issuance rules.
Those terms can sound interchangeable in a WhatsApp thread, but their accounting and operational roles differ. This is a communication workflow, not Egyptian tax or legal advice.
Ask what the document must accomplish
A quotation describes an offer, its scope, conditions and validity. A proforma is used in some transactions to outline expected items and amounts before final processing. It should not automatically be treated as a valid tax invoice. A tax invoice follows the requirements that apply to the transaction and the issuing business.
In Egypt, the Egyptian Tax Authority's official e-invoicing resources provide the framework and taxpayer guides for the electronic invoicing system. Your accountant should confirm the relevant obligation and timing. Neither the file name nor a buyer's informal message settles that question.
Where mistakes begin
Consider a hypothetical equipment supplier quoting 30 units at a preliminary price. Procurement asks for "the invoice" before approving the final technical specification. Issuing a final document without checking quantities, tax treatment and the purchasing entity can create avoidable corrections later. A reviewed preliminary document, clearly marked as such where appropriate, may support internal approval without implying that the order is final.
Do not label a document a "tax invoice" simply to satisfy an internal buyer request. Equally, do not promise that a proforma will satisfy the buyer's finance department. Ask exactly what they need and why.
Five checks before sending
Confirm the buyer's legal name, item descriptions and quantities, currency and tax treatment where relevant, payment and delivery terms, and approval status. Mark unresolved fields for review. A messaging assistant should not invent a tax amount, change the buyer's legal identity or set an issuance date on its own.
Keep four milestones separate: document sent, procurement approved, finance approved, and order confirmed. A "received, thanks" message is not proof that all four occurred. If the buyer asks to change the invoiced company, see the legal-entity review guide.
What AI can and cannot do here
The current Mr. AI FAQ describes collecting context, summarizing conversations and handing decisions to the team. It does not establish automatic tax-invoice issuance, accounting approval or payment-term authority. Use the assistant to identify the requested document, record missing details and route the decision to the right person.
Measure document requests returned for correction, the reasons for those returns and the time from request to internal approval. Review ten real cases before turning a response into a standard script, then test the qualification flow with your team.
