Every bouquet is a line with its price, the delivery is a line beside it, on one sales invoice that a receipt settles.
Rose bouquets, mixed flower bouquets and their delivery to the door, as lines on one invoice.
Flower Shop Accounting Software in Saudi Arabia starts from an invoice that holds every bouquet the customer ordered and the price of delivering it. At a flower shop in Riyadh, Jeddah or Dammam, a customer orders two rose bouquets and a mixed flower bouquet for their family’s home and pays when ordering. In Qoyod, each bouquet is a product you sell and the delivery a “Service” product, all on one sales invoice, and the payment is a receipt against it.
1. From the supplier to the bouquet: where a flower shop’s numbers slip away
Before you choose accounting software for a flower shop, look at one week in it: flowers arrive from the supplier at the start, bouquets sell every day, an event deposit lands as a bank transfer, and some flowers wilt by the end of the week without reaching any figure.
Bouquet prices kept in your head
A customer orders two bouquets with delivery, and the price lives in your memory or on a slip beside the arranging table.
With Qoyod: set up each bouquet as a product you sell and the delivery as a “Service” product, then put them together on one sales invoice.
An event deposit in a bank transfer
A customer transfers the deposit for their event’s flower arrangements a week ahead, and nothing records it except the bank statement.
With Qoyod: record it as a receipt in the customer’s name; it stays Unused until you apply it to part of the event’s invoice.
Flowers arrive and the balance is a guess
Roses come in from the supplier by the hundred, and two days later you cannot tell how many are left in the shop.
With Qoyod: record what you bought as a purchase invoice, and it enters stock at its purchase price, depending on your subscription.
Wilted flowers outside the books
Some flowers wilt before they sell and are thrown away without showing in any figure.
With Qoyod: count what is left in an inventory count, and the difference is posted to the cost account you choose, depending on your subscription.
2. An event in your books: from buying the flowers to the end-of-week count
A customer asks for flower arrangements for a wedding a week away. The order passes five stops in your books, and the journey card keeps the amount from each one.
Stop 1: The flowers arrive from the supplier
Record the roses you bought as a purchase invoice in the supplier’s name, and their quantity in stock goes up at the purchase price.
Stop 2: The customer asks for event arrangements
Prepare a quotation with the arranging work and the number of roses, with an expiry date; send it or download it as a PDF, and turn it into a sales invoice once the customer agrees.
Stop 3: The customer pays the deposit
The deposit goes in as a receipt in the customer’s name. No invoice holds it yet, so its status is Unused.
Stop 4: The event day and its invoice
Issue the sales invoice for the arranging work and the roses, and use Pay to apply the deposit receipt to it; the invoice shows Partially paid until the customer settles the rest.
Stop 5: The end-of-week flower count
Count what is left of the flowers in an inventory count, and the difference between the book balance and the actual quantity is posted to the cost account you choose.
The scope of each subscription differs, and some capabilities on this page need a higher subscription, so check what fits your shop with our sales team.
3. Flower Shop Accounting Software in Saudi Arabia: what Qoyod covers in your shop
Between the supplier who sells you the flowers and the customer who buys a bouquet or orders arrangements for an event, the shop’s accounts move every day. Here are six jobs Qoyod covers there.
Every bouquet a line with its price
In Qoyod, set up each bouquet as a product you sell, and the delivery as a “Service” product with its own price. A service is never stored or bought, only sold, with a default selling price, a revenue account, a tax and a unit of measure you choose, which you can add if it is missing. Then put the bouquets and the delivery as lines on one sales invoice, and change a line’s unit price when the customer’s order differs.
A quotation for event arrangements
When a customer asks for flower arrangements for a wedding or an opening, prepare a quotation, depending on your subscription, with the arranging work and the flowers and an expiry date, then send it or download it as a PDF. If it becomes Approved, you turn it into a sales invoice and its status reads Invoiced. For a paper version there is our price quote template.
The event deposit, then the rest
What a customer pays as a deposit before the event is recorded as a receipt, which stays Unused while no invoice holds it. On the event day you issue the invoice and press Pay to apply the receipt to part of it, so it shows Partially paid, and the rest goes on another receipt when the customer pays it.
Flowers from the supplier into stock
Set up the flowers you buy by the stem as stored products, depending on your subscription, so each item gets a purchase price and an expense account beside its selling price. Then record what the supplier delivers as a purchase invoice in their name, depending on your subscription, and the quantities go up in stock, costed by the average-cost method.
A bouquet that takes its roses out of stock
If you want the roses to leave stock when you sell the bouquet, set up the bouquet, depending on your subscription, as a non-stored bundled product made of the stems it holds, with the quantity of each, so those quantities are deducted from stock when you sell it, and if one item’s balance falls short, the sales invoice shows an error naming the missing item.
Flowers that wilt before they sell
At the end of the week, create an inventory count for your shop’s location, depending on your subscription, choose the cost account for short quantities, and enter the actual quantity of each flower item; the difference appears at average cost and is posted to the account you chose. If you want a dedicated account for damaged goods, add it first to the chart of accounts under operating expenses.
4. Flower shop invoices and the Zakat, Tax and Customs Authority
A bouquet for a person or arrangements for a company?
As a rule, the type of invoice follows the type of customer.
- For an individual buying a bouquet for their home or a family occasion: a simplified tax invoice that you hand over to them, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a company or a government body ordering flower arrangements for an occasion: Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer, and Phase 2 linkage with the Authority is available depending on your subscription.
A tax on every invoice line
Each bouquet and each service carries a default tax that you pick from the taxes set up for your business; it shows on the invoice line, where you can change it. In the Kingdom, the standard VAT rate is 15%. The VAT return form report gathers your invoice figures at the end of the period, and you then file the return yourself on the Authority’s portal.
Phase 2 linkage with the Authority is available depending on your subscription, so ask sales about it.
5. You follow the bouquets and events, your accountant reviews the books
If your shop works with an accountant or an accounting firm, they open the same figures in Qoyod that you do, and each of you has a different question for them.
What you follow
- Bouquet and delivery invoices, and what you collected on them in customer receipts.
- Quotations for event arrangements and the status of each, depending on your subscription.
- Each event’s deposit, and what the customer still owes on the customer statement.
- The flower balance in stock and the difference from each count, depending on your subscription.
What your accountant reviews
- Sales invoices and customer receipts, and purchase invoices depending on your subscription.
- The income statement, balance sheet and trial balance.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Your accountant joins as a user with the role and permissions you choose, within the number of users your subscription allows.
6. Other Qoyod products
You keep your shop’s books in Qoyod Accounting. For your florists, drivers and shop team there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a flower shop 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 someone buying a bouquet, and which to a company ordering arrangements?
If the customer is an individual, issue a simplified tax invoice, which in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription. If it is a company or a government body, Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer; Phase 2 linkage with the Authority is available depending on your subscription.
How do I put the bouquets and the delivery on one sales invoice?
Under Products and costs, set up each bouquet as a product you sell with a default selling price, and the delivery as a “Service” product with its price, revenue account and tax. Then open a new sales invoice, choose the first line, add the others with Add more, and edit the unit price on the line where the order changed.
How do I record an event deposit before the day?
Under Sales, open Customer receipts and create a customer receipt in the customer’s name for the amount they paid. As no invoice holds it, its status is Unused. On the event day, open the event’s invoice, press Pay and apply the receipt to part of it.
How do I record flowers that wilted and did not sell?
Under Products and costs, choose Inventory count, depending on your subscription, create a count for your shop’s location, choose the cost account for short quantities, then enter the actual quantity of each item; the difference appears and is posted to that account. For a dedicated damaged-goods account, add it beforehand to the chart of accounts under operating expenses.
Do the roses leave stock when I sell a bouquet?
If you set up the bouquet as a non-stored bundled product made of roses, depending on your subscription, the roses’ quantities are deducted from stock when it sells. If you set it up only as a product you sell, the sale does not touch the roses’ quantities, and the roses that went into it show within the difference in the inventory count, depending on your subscription.
Does Qoyod arrange bouquet delivery times and follow the drivers?
Qoyod is accounting software, and what we show on this page is sales invoices, customer receipts and customer balances, plus quotations, suppliers, purchase invoices, stored products, inventory counts and bundled products depending on your subscription. Arranging delivery times, assigning orders to drivers and following them on the road are not shown on this page.
That is how a flower shop’s accounts come together in one place: every bouquet with its price on an invoice, and every deposit on its receipt.
