Every service at your client’s event is a line with its price, and the deposit is a receipt before the invoice.
Wedding or company event, the planning, the flowers and the photography are lines on one sales invoice.
Event Planner Accounting Software in Saudi Arabia starts from one invoice that holds everything a client ordered for the event. At an event planning company in Riyadh, Jeddah or Khobar, a couple agrees on planning their wedding, table flowers and photography, then pays a deposit weeks ahead and the rest after the night. Add each service in Qoyod as a product of type “Service” with its price, put them on one sales invoice, and record the deposit as a receipt in the client’s name before you issue it.
1. One event, many papers: where an event planner’s numbers get lost
Before you choose accounting software for an event planning company, count the papers a single event leaves behind: a quote written in a chat, a deposit that only shows in a bank message, an amount you paid the photographer in advance, and supplier bills that nothing ties to the client’s invoice.
The event’s services on scattered papers
The planning on one paper, the flowers on another, the photography in a message, and the client asks for one amount.
With Qoyod: add each service as a product of type “Service” with its price, and put them as lines on one sales invoice.
The client’s deposit in a chat
The client transfers the deposit weeks before the event, and all your books keep of it is the bank message.
With Qoyod: record it as a receipt in their name before the invoice; it stays Unused until it pays part of the invoice.
An amount paid to a supplier in advance
You pay the photographer or the lighting crew in advance to hold the event date for you, and then the amount gets lost among the papers.
With Qoyod: record it as a standalone supplier voucher; it stays Unused until it pays their invoice, depending on your subscription.
An event is over, and its numbers are not clear
After the event, its income and expenses are spread over many invoices, so you never see its figures on their own.
With Qoyod: add the event as a project and link the client’s invoice and the supplier invoices to it, depending on your subscription.
2. A wedding in your books: from the quotation to the night of the event
One event passes five stops before its accounts are complete, and the journey card records the figure at each stop.
Stop 1: The client 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 client pays the deposit
Record the deposit as a receipt in the client’s name before the invoice; it stays Unused until you allocate it.
Stop 3: You pay the photographer in advance
Record what you paid as a standalone supplier voucher; it stays Unused until their invoice arrives.
Stop 4: The photographer’s invoice arrives
Record it as a simple invoice in their name with the expense account, link it to the event’s project, then pay it with the voucher you paid in advance.
Stop 5: The invoice goes out on the night
Issue the sales invoice with the event’s services and choose Pay to settle part of it with the deposit receipt; it becomes Partially paid until the client pays the rest.
The scope of each plan differs, and some capabilities on this page need a higher plan, so check what fits your company with our sales team.
3. Event Planner Accounting Software in Saudi Arabia: what Qoyod covers in your company
Between the client who pays you and the suppliers you pay, every account of the event passes through your company. Here are six jobs Qoyod covers there.
Every service is a line with its price
Add the planning, the flowers and the photography as products of type “Service”: not stored, sold only, with a default 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 put them as lines on one sales invoice, and change the unit price on a line if you agreed on another price with the client.
A quotation before they decide
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 changes to Invoiced. Quotations are available depending on your subscription; for a paper copy there is our price quote template.
The client’s deposit and what is left
Record the deposit as a receipt before the invoice; it stays Unused because it is not allocated to an invoice. When you issue the event’s invoice, choose Pay and settle part of it with the receipt, so the invoice becomes Partially paid, then record the rest with another receipt when the client pays it.
Suppliers and what you paid them in advance
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, where you choose the expense account instead of products, and pay it with the earlier voucher. Suppliers, supplier vouchers and simple invoices are available depending on your subscription.
The event as a project
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 client’s 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 client’s account and the suppliers’ accounts
Issue the event’s invoice on credit for a client who pays after it, follow their balance on the customer statement, and compare receivables across periods in the customer ageing report, and what you still owe the photographer and the hall in the supplier ageing report, both reports depending on your subscription.
4. Event invoices and the Zakat, Tax and Customs Authority
A family or a company?
The type of invoice depends on the client, not the event.
- For an individual or a family: a simplified tax invoice that you hand over to them, reported to the Authority within 24 hours of issue.
- For a company or a government body that holds the event: a tax invoice that the Authority clears first, before it reaches the client.
A tax on every service
Every service has its default tax, chosen from the taxes defined for your business; it shows on the invoice line and can be changed there. The standard rate of VAT in the Kingdom is 15%. At the end of the period, the VAT return form report collects your figures from the invoices, and you submit the return yourself through the Authority’s portal.
Phase 2 linkage with the Authority is available depending on your subscription, so ask sales about it.
5. Your accountant reviews, you follow your events
If your company has an accountant or an accounting firm, they see in Qoyod the same figures you see, and each of you looks for what matters to them.
What you follow
- The quotations you sent and the status of each, depending on your subscription.
- Each client’s deposit, and what is left on the customer statement.
- What you paid each supplier in advance, and what you still owe them, depending on your subscription.
- The figures of each event you linked its invoices to, depending on your subscription.
What your accountant reviews
- Sales invoices and customer receipts, and simple invoices and supplier vouchers depending on your subscription.
- The income statement, balance sheet and trial balance, and customer and supplier ageing depending on your subscription.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Add your accountant as a user with the role and permissions you set, within the number of users on your subscription.
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 a Saudi HR system, and the connection to Qoyod Accounting is now available.
- Payroll with earnings, allowances, deductions and advances, and the WPS file ready from the payroll run itself.
- Attendance across your branches, with late hours and overtime carried into the payroll.
- Every document in the employee file, such as the iqama and the contract, with its expiry date and an alert before it.
7. Frequently asked questions
Which invoice do I issue to a family, and which to a company holding an event?
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 client. Phase 2 linkage with the Authority is available depending on your subscription.
How do I put all the event’s services on one invoice?
From Products and costs, add each service as a product of type “Service”, with a default selling price, a revenue account, a unit of measure and a tax. Then create a sales invoice, add the first service as a line, and press Add more to add the other services; change the unit price on any line if you agreed on another price with the client.
How do I record the deposit before I issue the invoice?
From Sales, open Customer receipts and create a customer receipt in the client’s name for the amount you received; it stays Unused because it is not allocated to an invoice. When you issue the event’s invoice, choose Pay and settle part of it with the same receipt.
How do I record an amount I paid a supplier in advance, and then their invoice?
Create a standalone supplier voucher for the amount you paid; it stays Unused until you allocate it to an invoice. When their invoice arrives, open Simple invoices under Purchases, choose the supplier and the expense account, link it to the event’s project if you wish, then pay it using the earlier voucher. Suppliers, supplier vouchers and simple invoices are available depending on your subscription.
Does Qoyod organise event dates and supplier bookings?
Qoyod is accounting software, and what we show on this page is invoices, vouchers and client balances, plus quotations and supplier balances depending on your subscription. A schedule of event dates and the booking and follow-up of halls and suppliers are not shown here, so ask sales what fits your company.
Can I see each event’s figures on their own?
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 is how an event’s accounts come together in one place: its services on one invoice, the client’s deposit on its receipt, and what you paid suppliers on their accounts.
