Guests in the quantity, the advance on its receipt, and what the customer still owes on their account.
Catering accounting software starts with one order: a family asks for a buffet dinner for a hundred and twenty guests with desserts after it, and pays an advance weeks before the event. In Qoyod you add the menu as a service with a unit you name “guest”, write the number of guests as the quantity, record the advance as a receipt in the customer’s name, and allocate it to the event invoice once you issue it.
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1. Where a catering kitchen’s numbers get scattered
Between the order book, customer chats and supplier receipts, the numbers of a single event are scattered before the food leaves your kitchen.
The guest count grows before the event
The family agrees on a hundred guests, adds twenty two days before, and the new price sits in a message.
With Qoyod: the price per guest is the service’s default price, and you change the quantity and the price on the invoice when the order changes.
An advance with no document
The customer pays an advance to confirm the order, and the money sits in the bank statement with nothing to match it.
With Qoyod: record it as a standalone receipt, and it shows as “unused” until you allocate it to their invoice.
Meat, rice and vegetables from several suppliers
You buy from the butcher, the vegetable trader and the rice supplier, partly in cash and partly on credit, and the receipts end up in one folder.
With Qoyod: record each purchase as a purchase invoice in its supplier’s name, and see each supplier’s balance and what you have paid them.
A company that pays weeks later
A company orders lunch for its staff or its annual dinner, and asks for an invoice it settles later.
With Qoyod: issue its invoice with a due date, and follow what is left on it in the customer statement, and in the customer ageing report depending on your subscription.
2. A family’s event, from quotation to final payment
Follow one event through five stops, and each stop adds a number to the journey card.
Stop 1: A quotation by guest count
Add the dinner and the desserts to a quotation from “Sales”, each with the number of guests as the quantity and the price per guest.
Stop 2: An advance before the event
Once the family agrees, record their advance as a standalone receipt in their name, before any invoice exists.
Stop 3: The event invoice
Once the quotation is approved, choose “Convert to invoice” and the sales invoice is created with its details. Change the guest count before you save it if it moved.
Stop 4: The advance on the invoice
Once the invoice is approved, allocate the advance receipt to it. It becomes “partially paid” and shows the amount due.
Stop 5: The family’s account in the reports
The customer statement shows the event invoice and its advance receipt, and, depending on your subscription, the customer ageing report shows what is still open.
If quotations are not on your plan, issue the sales invoice directly and allocate the advance to it as in stop 4.
3. Catering Accounting Software: what Qoyod covers in your kitchen
From a family’s order to a company contract, here are six jobs Qoyod covers in a catering kitchen.
A price per guest on a “guest” unit
Add each menu as a product of the type “service” with a default selling price and a revenue account, and create a unit of measure you name “guest” and choose its type. The price that counts in reports is the one on the invoice, so change it there if you agree another.
One line per item on the event invoice
On a single sales invoice the dinner is one line, the desserts another and the hospitality service a third, each with its quantity and unit price. Qoyod calculates VAT on the invoice.
A quotation that becomes an invoice
A quotation creates no journal entry. Once it is approved you convert it into an invoice with the same details, and its status becomes “Invoiced”.
Kitchen supplies from their suppliers
Record meat, rice and vegetables on purchase invoices in each supplier’s name. An item whose balance you do not follow is added as a non-stored product and posts to its expense account when you buy it; an item whose balance you follow is added as a stored product and its quantity goes into stock.
Company meals every month
For a company that receives its staff meals every month, set up the sales invoice as a recurring transaction from “Accounting”: the repeat start and type, an end date or a maximum count, and the state the invoice is created in: draft, pending approval or approved.
Part in cash, part by transfer
The family pays part in cash on the day and the rest by bank transfer, so you record both payments on the same invoice, one against a cash account and one against a bank account.
Each plan’s scope differs and some capabilities need a higher plan, so check what fits your kitchen with sales.
4. Other Qoyod products
Your kitchen’s books run on Qoyod Accounting, and beside it a standalone product for your chefs and hospitality staff: Qoyod HR, on its own subscription.
Qoyod HR
For a catering company with a team of chefs and hospitality staff.
Qoyod HR is a standalone Saudi HR system on its own subscription. The connection to Qoyod Accounting is now available.
- Payroll with earnings, allowances, deductions and advances.
- Attendance, with late hours and overtime carried into the payroll run.
- End-of-service, overtime and leave-balance calculations are built into the system.
5. The event invoice and e-invoicing
The type of invoice depends on the customer who ordered the event, not on the event itself.
An invoice for a family or for a company?
- For an individual or a family: a simplified tax invoice you hand over at once, reported to the Authority within 24 hours of issue.
- For a company or a government body: a tax invoice that is cleared by the Authority first, then reaches the customer.
Qoyod calculates VAT on invoices, and the standard rate in the Kingdom is 15%. At the end of the period the VAT return form report gathers your figures from the invoices, and you file the return yourself through the Authority’s portal.
6. Frequently asked questions
How do I invoice an event by the number of guests?
Add the menu as a product of the type “service” with a unit of measure you name “guest” and a default selling price. Then add it as a line on the sales invoice, write the number of guests as the quantity, and add the desserts or the hospitality service as another line with its own quantity and price. Qoyod calculates VAT on the invoice.
How do I record the advance a customer pays before the event?
Record it as a standalone receipt in the customer’s name before the invoice exists, and it stays “unused”. Once the invoice is issued and approved, allocate the receipt to it, and the invoice becomes “paid” or “partially paid” depending on the amount.
Which invoice do I issue to a family, and which to a company?
An individual or a family gets a simplified tax invoice, reported to the Authority within 24 hours of issue. A company or a government body gets a tax invoice that the Authority clears before it reaches the customer. Phase 2 integration with ZATCA depends on your plan, so ask sales about it.
Does Qoyod work out the cost of a dish from its ingredients?
Qoyod has composite products: you add each ingredient as a product, then create the dish as a composite product from its ingredients and their quantities. For a stored composite product the average cost is calculated from its ingredients’ cost after the manufacturing order is completed; for a non-stored one you work out the cost by hand from each ingredient. Composite products and manufacturing orders are not on every plan, so ask sales about them.
How do I bring together one event’s numbers, what I collected for it and what I spent on it?
The alternative Qoyod describes is a project: create a project for the event in “Tasks and Projects”, link its invoice, purchase invoices and expenses to it from the “Additional information” tab of each document, then open the income statement, choose “Advanced analysis” and select the project in the filter options. Only what you linked to the project appears. Projects, purchase invoices and expenses are available depending on your plan, so ask sales about them.
Does Qoyod manage event dates and kitchen preparation?
Qoyod is accounting software, and what we show on this page is quotations, invoices, receipts, purchases and balances. An events calendar, kitchen preparation scheduling and menu planning are not something we show here, so ask sales what fits your kitchen.
That brings the event together in one place: its guests in the quantity, its advance on its receipt, and what its customer still owes on their account.
