Your firm’s fees in its own books, and each client’s books in its own organization.
Your service invoices, their receipts and what each client still owes sit in Qoyod, and every client whose books you keep is a separate organization on its own subscription.
Accounting firm software has two jobs at once: the firm’s own books, and the books of the clients whose accounts the firm keeps or reviews. In the first you issue fee invoices for bookkeeping and for preparing financial statements and follow up on collection; in the second you work inside each client’s organization. Start by adding every service your firm offers to Qoyod as a product of type “Service” with its default price.
1. Where an accounting firm’s numbers sit today
Before you pick accounting software for accounting firms, look at where your numbers sit: monthly fees from bookkeeping clients, payments that arrive before the invoice, client organizations you work in every day, and periods you have reviewed and want left as they are.
Fees written up again every month
A bookkeeping client pays a monthly fee, and the invoice is typed by hand at the start of each month.
With Qoyod: set up the fee invoice as a monthly recurring transaction, created in the status you choose: draft, pending approval or approved.
A payment before the invoice
A client pays part of the fee for preparing its financial statements before you issue the invoice, and the payment has no document behind it.
With Qoyod: record it as a standalone customer receipt in the client’s name; it shows as “Unused” until you allocate it to the invoice.
Every client in a different place
One client e-mails its invoices, another keeps them in an Excel file, a third works in software you cannot reach.
With Qoyod: every client is a separate organization. Either the client adds you as a user in its organization with a role and permissions, depending on the users its subscription allows, or your firm adds the client’s organization under its own e-mail on a separate subscription.
A reviewed period that changed
You finish reviewing a client’s month, and then an invoice that was not there is added to that month.
With Qoyod: set the “Accounts closing date” in the client’s organization, and no invoice, voucher or entry can be added to or edited in the closed period.
2. A bookkeeping client’s journey through your firm
One client on a monthly fee, five stops in your firm’s books, and each stop adds a number to the journey card.
Stop 1: You set up the bookkeeping service
Add “Bookkeeping” as a product of type “Service” with a default selling price and a revenue account, and no purchase price: a service is not stocked and not purchased.
Stop 2: The client pays in advance
Record the payment as a standalone customer receipt in the client’s name before any invoice; it stays “Unused” until you allocate it.
Stop 3: You issue the fee invoice
Issue a sales invoice for the bookkeeping service at its price, carrying the 15% VAT you set on the service.
Stop 4: You allocate the payment and see what is due
Once the invoice is approved, allocate the receipt to it: the invoice becomes “Partially paid” and shows the amount due.
Stop 5: The invoice repeats every month
From “Accounting”, create a recurring transaction for the fee invoice: the start date, the recurrence type, and the end on a set date or after a maximum number of repeats.
Each plan’s scope differs and some capabilities need a higher plan, so check what suits your firm with the sales team.
3. Accounting firm software: what Qoyod covers in your clients’ organizations
In each client organization whose books you keep or review, these are six tasks Qoyod covers.
Organizations under your firm’s e-mail
Add the client’s organization under your firm’s e-mail address; each organization you add is a separate paid subscription. Your organizations appear as cards, each with its number and subscription status, and you move between them with “Change Company”.
A user in the client’s organization
If the client owns its subscription, it adds you under “Settings” then “Users” with a role that sets your permissions, and chooses the locations you work on and the accounts you can pay from. The number of users and locations depends on the plan.
Opening balances for a new client
When a client moves to Qoyod, enter its opening balances from “Accounting”, then “Manual journal entries”, then “Opening balances”: accounts and customers, and suppliers depending on your subscription, by hand or by importing an Excel file.
Accounts closing date
After you review a period, set the “Accounts closing date” in the general settings. It does not post a closing entry, but it stops invoices, vouchers and entries from being added to or edited in the closed period.
Who entered what
See who created an invoice or edited an entry in the client’s organization in the user operations report, and each user’s last login date in the “Users” list.
Reports ready for review
Trial balance, general ledger, income statement, balance sheet and the VAT return form, with reports exported to Excel and PDF.
Each plan’s scope differs and some capabilities need a higher plan, so check what suits your firm and your clients’ organizations with the sales team.
4. Your firm’s books and your clients’ books
An accounting firm does two jobs, and each has its place in Qoyod.
Your firm’s books
- Your services at their default prices, with a revenue account for each.
- Fee invoices, and the advance on a customer receipt.
- Recurring transactions for each month’s fees, depending on your subscription.
- Each client’s customer statement, and the customer ageing report depending on your subscription.
- A payment reminder to the client by e-mail before the due date.
Your clients’ organizations
- Every client a separate organization on its own subscription.
- Your role and permissions inside each organization, depending on the users its subscription allows.
- Opening balances when a client moves over.
- The accounts closing date after a review.
- The user operations report and the VAT return form.
To learn about Qoyod’s partnership programmes
5. Your fee invoices and e-invoicing
The fee invoice: to a business or an individual?
The client decides the invoice type, not the service.
- Business or government client: a standard tax invoice, cleared by ZATCA before it reaches the client.
- Individual client: a simplified tax invoice, handed over immediately and reported to ZATCA within 24 hours of issue.
The figures for the VAT return
The VAT return form report collects the period’s figures in the client’s organization.
- Approved invoices go into it; draft invoices do not appear in it.
- Its figures are entered on the ZATCA portal when the return is filed, with sales before tax.
The standard VAT rate in Saudi Arabia is 15%.
6. Other Qoyod products
Your firm’s books run on Qoyod Accounting. For the firm’s team there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For your firm’s team in every branch: payroll, attendance and documents.
A standalone Saudi HR system on its own subscription. The connection to Qoyod Accounting is now available.
- Payroll with earnings, allowances, deductions and advances; the WPS file comes ready from the run.
- Attendance across all your firm’s branches.
- Documents such as iqamas and contracts, each with an expiry date and an alert before it.
7. Frequently asked questions
Can I manage all my clients from one Qoyod account?
When your firm adds client organizations under its own e-mail, they appear as cards on the main screen, each with its number and subscription status, and you move between them with “Change Company”. Each organization you add is a separate paid subscription. A client that owns its subscription adds you as a user in its organization, depending on the users its subscription allows, with the role and permissions it sets, and you work there within those permissions.
Can I combine my clients’ reports into one report?
No. Qoyod’s consolidated financial reports combine subscriptions that belong to one legal entity; they do not combine different clients’ organizations. They depend on the plan, so ask sales about them.
How do I bill a monthly bookkeeping fee?
Set up bookkeeping as a service with its price, issue a sales invoice for it, then create a recurring transaction for it from “Accounting”: the start date, the recurrence type, the end, and the status the invoice is created in. Under “Sales invoice settings”, turn on “Remind the customer to pay by e-mail” and set how many days before the due date the reminder goes out. Recurring transactions depend on your plan.
Where do the figures for my client’s VAT return come from?
From the VAT return form report in the client’s organization, for the period you choose. Approved invoices go into it, draft invoices do not appear in it, and credit and debit notes appear in the “Adjustment” column. When the return is filed, its figures are entered on the ZATCA portal, with sales before tax.
What happens to a client’s data when its subscription ends?
The organization’s data is kept for two years from the end of the paid subscription, for viewing and export only, with no additions or edits. If your work with a client ends, export the reports you need within that period.
Does Qoyod handle audit working papers or team hours?
Qoyod is accounting software, and what this page shows is services, invoices, receipts, recurring transactions, reports, users and organizations. Audit working papers, engagement files, and recording or billing team hours are not shown here, so ask sales what suits your firm.
That is how the two jobs come together in Qoyod: your firm’s fees in its own books, and each client’s books in its own organization.
