Before establishing operations in Saudi Arabia, business owners must register with the essential government portals QIWA, Muqeem, Mudad, among others.
Registering with these portals forms the backbone of a successful business setup in Saudi Arabia, and continuously keeping the company’s accounts updated is a crucial post-incorporation requirement.
This article will provide an overview of the key regulatory requirements for governmental portals as well as their implications for businesses expanding to Saudi Arabia in 2025.
Post-Registration Compliance with Muqeem, Qiwa, and Mudad: Practical Tips
Adhering to Saudi regulations demonstrates a commitment to lawful business conduct and good governance practices. In fact, it provides a solid ground for supporting the company’s long-term market integration and sustainable growth.
Global businesses have already long relied on AstroLabs for comprehensive portal management solutions to ensure ongoing compliance.
These services typically include regular monitoring of the operational status through weekly and monthly checks across all portals, detailed monthly reports on activities and upcoming requirements such as renewals, and proactive mitigation strategies to address potential problems before they occur.
With the help of a designated expert team, foreign businesses can ensure compliance-related tasks are done on time to avoid interruptions and penalties, driving better adaptability to thrive in this dynamic market.
Portal-Specific Management Solutions: Best Practices
Below is a detailed guide on how foreign companies can stay on top of the regulatory requirements of each portal.
- For Muqeem, our on-ground team helps companies monitor employee Iqama status monthly, track exit and re-entry visa requirements, ensure annual subscription renewals, and maintain updated employee records.
- For Qiwa, our hands-on support encompasses conducting weekly monitoring of essential services, managing employee contract creation and visa processing, handling sponsorship transfers efficiently, monitoring compliance percentages and ratings, and ensuring annual subscription maintenance.
- For Mudad, our in-house experts assist in processing monthly WPS file submissions, coordinating with payroll systems for accurate reporting, maintaining compliance with access to HR and Social Development services, and ensuring timely wage payments to avoid system blocks.
Avoiding Non-Compliance Risks: Key Considerations for Foreign Companies in Saudi Arabia
Non-compliance with Saudi portal requirements can result in restricted access, causing significant consequences, including penalties and other legal complications, hindering the company’s ability to operate efficiently and bid on government projects.
Understanding Consequences of Noncompliance on Other Business Functions
The interconnected nature of these systems means that problems in one portal can trigger a chain reaction of negative operational outcomes.
Case in point: Failure to remove terminated employees from the system is subject to the penalties of having “ghost employee” penalties, which may be considered as occupational fraud. Moreover, not filing Zakat or VAT on time can deactivate Muqeem, preventing businesses from processing exit and re-entry visas for expatriate employees.
Case in point: Inability to process social insurance invoices through GOSI prevents certificate issuance, which can disqualify businesses from bidding on government projects and working with entities within the Kingdom.
Having a poor Saudization (Nitaqat) score or noncompliance with the Wages Protection System can create challenges in securing Saudization certificates, thereby hindering Iqama renewals and visa issuance for foreign employees.
Related read: How to Get a Work Visa for Non-Saudi Employees: A Full Guide
Timely Document Renewals are Key to Ensuring Compliance
Timely renewal of essential documents, such as GM’s Iqama and commercial registration (CR) certificate, is crucial for maintaining portal access and avoiding operational disruptions.
An expired CR prevents visa issuance and blocks access to Chamber of Commerce services, restricting the company’s ability to delegate visas, attest letters, or issue business visit visas.
Similarly, an expired GM Iqama can freeze bank accounts, result in financial penalties, and may lead to complete removal from the system.
Blocked Muqeem, Qiwa and Mudad: Triggers and Prevention Measures
Access to Qiwa, Muqeem, or Mudad portals can be blocked as a result of several issues.
The following is an overview of the common causes of portal blockages and the optimal ways to deal with them.
Common Causes of Portal Blockage
Cause: Qiwa portal blockages commonly occur due to expired annual subscriptions, insufficient wallet balances for service payments, inability to create general manager contracts, and improper employee record management.
Resolution: To counteract this, companies must maintain adequate funding in their portal wallets and ensure all subscription renewals are completed before expiration dates.
Cause: Muqeem blockages typically arise from expired subscription renewals, incorrect VAT invoice submissions, insufficient wallet funding, and expired GM’s Iqama.
Resolution: Employers must provide justifications for these violations and may require professional assistance to restore portal access.
Portal Blockage Prevention Methods
The standard blockage resolution process typically requires five working days. An additional day is needed for system reflection.
For GOSI-specific issues, for example, foreign businesses should contact support immediately, submit all required documentation, and maintain consistent follow-up until the issue is resolved.
Daily monitoring of portal status helps identify issues early and prevents minor problems from compounding into major operational disruptions.
And, most importantly, companies ensure that all documentation is submitted promptly and accurately, as well as renew subscriptions before they expire.
In case of a blockage, consistent, proactive follow-ups help reduce resolution time significantly and minimize risk impact.