What Is a Private Integrator in Turkey? Is It Mandatory?
A private integrator issues e-documents for taxpayers with GİB permission. Is it mandatory, how does it differ, what drives price, how to verify it?
What exactly is a private integrator?
In Turkey, a private integrator (özel entegratör) is an intermediary that holds permission from the Gelir İdaresi Başkanlığı (GİB, the Turkish Revenue Administration) and is authorised to create, sign, transmit to GİB and store electronic documents such as e-Fatura (e-invoice), e-Arşiv (e-archive invoice) and e-İrsaliye (e-waybill) on behalf of taxpayers. The permission is granted under the general communiqués of the Vergi Usul Kanunu (VUK, the Turkish Tax Procedure Law) and is tracked on an official list published by GİB. Working with an intermediary that is not on the list puts the legal validity of the documents issued at risk.
If you want to see all authorised firms: the 93 firms on GİB's private integrator list on a single page with their province and contact details.
Three methods: portal, integration, private integrator
GİB recognises three routes for e-documents, and the choice depends entirely on your transaction volume.
- GİB Portal — You issue documents manually on GİB's own screen. It is free, but it is not practical except for businesses with a low monthly document count that do not want ERP integration.
- Direct integration — You connect your own system to GİB. It requires your own development team, a server that runs without interruption and tracking of regulations; it is usually preferred by very high-volume organisations.
- Private integrator — The intermediary takes on the whole technical load; you call a single API from your ERP. This is the choice of most medium and large businesses.
The difference between a private integrator and an integrator
In everyday language, "integrator" usually means a private integrator. In GİB's terminology, however, the distinction lies in the method: in direct integration the taxpayer connects its own IT system to GİB and obtains a separate permission from GİB for this; in private integration a private integrator that holds GİB permission does this work on the taxpayer's behalf. In other words, the difference is whose system transmits the document to GİB.
Is a private integrator mandatory for e-Invoice?
No. A taxpayer required to switch to e-Invoice chooses one of the three methods above; the free GİB portal is one of them. A private integrator is preferred when the number of documents grows or when you want to issue invoices directly from your ERP or accounting software.
What does "private integrator" mean in an e-Invoice application?
Choosing private integration as the method in the application means you will issue your documents not through the GİB portal but through the system of a permitted private integrator. In that case the registration steps also run through the integrator you choose; a mali mühür (financial seal, an electronic seal for companies) or an e-signature is needed at this step.
What do private integrator prices depend on?
There is no single list price; the price depends on three things: the annual document count (credits or a package), the document types used (only e-Invoice, or e-Archive and e-Waybill as well) and whether an ERP connection is already available. When comparing offers, check whether setup, annual maintenance and storage fees are listed separately; compare the annual total for the same document count.
Can an e-Invoice issued through a private integrator be cancelled?
Once an e-Invoice reaches the recipient, it cannot be deleted on the integrator's side. The recipient may object to the content of the invoice within the eight-day period in article 21 of the Türk Ticaret Kanunu (the Turkish Commercial Code). Through which channel the cancellation or objection is reported (rejection within the system for a commercial invoice, GİB's cancellation/objection notification in other cases) depends on the document scenario; clarify with your integrator which route your transaction will take.
Can you change your private integrator?
Yes. The main issue in the switch is not the software but the storage of and access to the documents held by the old integrator. For all the steps, see the guide to changing your e-Invoice integrator.
The first thing to verify before choosing: the GİB list
A firm saying it is "GİB approved" is not enough; its name must appear on the list. The list is published on GİB's e-document website and updated regularly. Search the list for the legal name of the firm you are talking to — the marketing name and the company's legal name may differ, so check by legal name. ELPO Bilişim is a private integrator registered on this list.
Seven questions to ask before signing a contract
- How many document types are there? You may use only e-Invoice today; when an e-Waybill (e-İrsaliye) obligation arrives, you will not want to look for a second integrator. ELPO e-Belge provides five document types (e-Fatura, e-Arşiv, e-İrsaliye, e-SMM, e-MM) in a single account.
- Are regulatory updates included in the subscription? GİB's technical guides change during the year. Ask in writing whether updates cost extra.
- Is there proof of a connection to your ERP? Ask whether a ready connection exists for the accounting or ERP software you use, and if not, ask to see the API documentation.
- How are errors handled? Are rejection responses from GİB returned in an understandable way, is resending automatic, is the financial seal's validity period tracked?
- Storage period and access. Documents must remain accessible for the whole legal retention period; settle from the start in what format you will receive your data when the contract ends.
- What happens during an outage? Every hour you cannot issue invoices stops your business; the support channel and response time should be written into the contract.
- What is the price based on? Credits, a fixed monthly fee, or does it vary by document type? Have the annual total cost calculated with your own document count.
How long does the switch take?
What usually lengthens the process is not the software but obtaining the financial seal and cleaning up the customer/product data in the existing ERP. Starting before the obligation date rather than applying close to it is the easiest part of the switch.
Next step
For thresholds and dates of the obligation, see the guide to the mandatory switch to e-Invoice; for details of the document types, see the ELPO e-Belge page. For an offer based on your own document count, fill in the quote form.