All the event’s services on one invoice, and the client’s deposit on a receipt until you issue it.
Whether your company is exempt from the invoicing mandate today or required to issue invoices, every service at the event has a line, and every deposit has a receipt.
Event Planner Accounting Software in Jordan keeps what an event planner collects from each client in one set of books. In Amman, Irbid or Aqaba, a company plans an engagement, a wedding or a company event, agrees with the client on planning, flowers and photography, and takes a deposit weeks ahead. Add each service in Qoyod as a product of type “Service”, put the services on one sales invoice, and record the deposit as a receipt before you issue it.
1. Between the client and the suppliers: where an event planner’s numbers slip away
Before you choose accounting software for an event planning company in Jordan, follow the money for one event: it comes in from the client as a deposit and then the rest, and goes out to the photographer, the hall and the lighting crew in advance and then on their invoices, each movement on a separate paper.
A spoken quote and a handwritten bill
The client agrees on planning, flowers and photography in one meeting, and then each service gets its own paper.
With Qoyod: make each service a product of type “Service”, and put the services as lines on one sales invoice.
A deposit your accountant cannot place
The client pays a deposit before the event, and the amount sits on a paper slip until the night itself.
With Qoyod: record it as a receipt in their name, then use it to pay part of the event invoice when you issue it.
An advance you paid the photographer
You pay the photographer to hold the event date for you, and when their invoice arrives you no longer remember how much you paid.
With Qoyod: record it as a standalone supplier voucher; it stays Unused until it pays their invoice.
The event’s income and expenses apart
The client’s invoice is in one book and the supplier invoices in another, so the event’s figures never meet.
With Qoyod: add the event as a project and link its invoice and its suppliers’ invoices to it, depending on your subscription.
2. An engagement party in your books: from the quotation to the night
A family asks you to plan their daughter’s engagement party. The party moves through your books in five stops, and each stop has its figure on the journey card.
Stop 1: The family asks for a quotation
Give them a quotation with the event’s services and its expiry date, send it or export it to PDF, then convert it into a sales invoice once it is approved.
Stop 2: The family pays the deposit
Record it as a receipt in the client’s name; it stays Unused until you issue the event invoice.
Stop 3: You pay the photographer in advance
Record the amount as a standalone supplier voucher in their name; it stays Unused until their invoice arrives.
Stop 4: The photographer’s invoice arrives
Record it as a simple invoice in the supplier’s name, where you choose the expense account instead of products, then pay it with the earlier voucher.
Stop 5: The night and its invoice
Issue the sales invoice with the event’s services and pay part of it with the deposit receipt; it becomes Partially paid until the client pays the rest.
3. Event Planner Accounting Software in Jordan: what Qoyod covers in your company
E-invoicing and full accounting in one system. Beyond that, six jobs in an event planning company, from the first quotation to the last supplier invoice.
The event’s services as lines
Define the planning, the flowers and the photography as products of type “Service”: not stored, sold only, with a selling price and a revenue account that you set, each with its own tax and a unit of measure you choose, such as a table for the flower arrangement. Then list them on a single sales invoice, paid now or on credit, and adjust a line’s unit price where the agreement differs.
A quotation the family can review
Give the client a quotation with the event’s services and its expiry date, and send it or export it to PDF. Once it is approved, convert it into a sales invoice, and its status becomes Invoiced.
The deposit, then the rest
Record the deposit as a receipt before the invoice; it stays Unused because it is not yet allocated to an invoice. On the event invoice, choose Pay and apply the receipt to part of it; the invoice then shows Partially paid, and the rest goes on another receipt when it arrives.
What you pay suppliers
Record what you pay in advance to the photographer, the hall or the lighting crew as a standalone supplier voucher; it stays Unused until you allocate it to their invoice. When the supplier’s invoice arrives, record it as a simple invoice in their name with the expense account, where you can use more than one expense account, then pay it with the earlier voucher.
The event as a project, as an alternative
To see each event’s figures on their own, Qoyod has an alternative: add the event as a project under Tasks and projects, and link the sales invoice and the supplier invoices to it from the Additional information tab. Then open the income statement, choose Advanced analysis and filter by the project; anything you did not link to it does not appear there. Projects are available depending on your subscription, so ask sales about them.
The family’s account and the suppliers’ accounts
Issue the event invoice on credit for a client who pays after it, follow what is left on the customer statement, compare periods in the customer ageing report, and see what you owe each supplier in the supplier ageing report. More detail in our guide to collecting a credit invoice in the National Invoicing System.
4. Event planning companies and the National Invoicing System
Discuss your company’s position with your accountant.
Who must use e-invoicing in Jordan
Whether your company is exempt from the invoicing mandate or required to issue invoices, Qoyod keeps the books for your purchases, sales and cash, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. What you follow and what your accountant reviews
If you work with an accountant or an accounting firm, their view on accounting software comes before your decision. The question “is my activity exempt from the invoicing mandate?” belongs with your accountant and the Department. The books belong in Qoyod.
What you follow
- The quotations you have sent and the status of each.
- Each family’s or company’s deposit, and what is left on the customer statement.
- What you paid each supplier in advance, and what you still owe them.
- The figures of each event you linked its invoices to.
What your accountant reviews
- Sales invoices, simple invoices, and customer and supplier vouchers.
- Income statement, balance sheet, trial balance, and customer and supplier ageing.
- Report exports to Excel and PDF.
- If your company must issue invoices: the JoFotara status of each one.
Add your accountant as a user on your account, with the role and permissions you set.
6. Other Qoyod products
You keep your events’ books in Qoyod Accounting. For your planning crew and office team there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For an event planning company with a team in more than one branch.
Qoyod HR is available to businesses in Jordan. The connection to Qoyod Accounting is now available.
- Attendance across all your company branches.
- Leave management.
- Payroll with allowances and advances.
7. Frequently asked questions
Do event planning companies have to issue invoices through the National Invoicing System (JoFotara)?
The e-invoicing mandate covers every seller of goods or provider of services, not only those registered for General Sales Tax, except for activities that the Invoicing Affairs Instructions exempt under set conditions. A seller that is not registered issues an income invoice. Mandatory application has been in force since 1 April 2025, with oversight steadily tightening. Other sectors were added to the list in Article (4) of the Invoicing Affairs Instructions by later amendments, so it is not a closed list. Check the text in force for your activity with the Income and Sales Tax Department.
More detail in our guide to the JoFotara exemption
If a business is not required to issue invoices, does that mean it pays no sales tax?
Not by itself. An exemption from the provisions of the Invoicing Regulation, where one applies, does not on its own exempt anyone from General Sales Tax or income tax, each of which has its own law. Check your tax position with your accountant.
How do I put the planning, the flowers and the photography on one invoice?
Go to Products and costs and create one product of type “Service” for each part of the event, giving it a default selling price, a revenue account and a unit of measure. On a new sales invoice, pick the first service, then use Add more for the others. Each line starts at the default price, which you can edit.
How do I record a deposit a client pays before the event?
From Sales, go to Customer receipts and add a customer receipt for the family with the amount received. Because no invoice is attached to it yet, it shows as Unused. On the night, open the event invoice, choose Pay, and use that receipt to settle part of it.
More detail in our guide to receipt vouchers and invoices in Jordan
Does Qoyod schedule events and book suppliers?
Qoyod is accounting software, and what we show on this page is quotations, invoices, vouchers and the balances of clients and suppliers. Scheduling events and booking and following up halls and suppliers are not shown here, so ask sales what fits your company.
How do I see the figures of one particular event?
The alternative in Qoyod is to add the event as a project, link the sales invoice and the supplier invoices to it from the Additional information tab, then filter the income statement by the project from Advanced analysis. Anything you do not link to the project does not appear there. Projects are available depending on your subscription, so ask sales about them.
That brings an event’s accounts together in one place: its services on one invoice, what you collected from the client, and what you paid each supplier.
