A large orange juice, a mango smoothie and a lemon with mint on one invoice that the customer pays before taking the cup.
Whether a customer orders at your window or a company orders juices for a meeting, each drink goes on the invoice with its size and its price.
Accounting Software for Juice Bars in Saudi Arabia starts with an invoice that holds what the customer ordered at the window: two large orange juices, a mango smoothie and a lemon with mint. At a juice bar in Riyadh, Jeddah or Dammam, the customer orders and pays in the same moment. In Qoyod, set up each drink and size as a product you sell at its price, issue the sales invoice, then record the payment with a receipt into the cash box.
1. Where do the numbers go missing at a juice bar?
Before you pick accounting software for a juice bar, watch what happens between the window and the cash box: sizes at different prices that the staff keep in their heads, customers paying one after another in cash and by card, orders that arrive through delivery apps and get paid later, and boxes of fruit that come in every morning with nobody adding up their cost.
Three sizes in the staff’s memory
The staff sell an orange juice as small, medium and large, each size has a price they remember, and the total ends up on a slip of paper or nowhere.
With Qoyod: set up each size as a product you sell at its price, so it shows on the invoice line with its quantity and unit price, and Qoyod works out the line value.
A queue at the window
One customer pays in cash and the next pays by card, and the two amounts mix in one drawer until the end of the day.
With Qoyod: record each payment with a receipt against its invoice, in the cash box for cash and in the bank account for money that reached the bank.
App orders outside the books
Orders come in through delivery apps all day, and their money only arrives later by transfer, so they stay outside the shop’s accounts.
With Qoyod: record each of those orders as a sales invoice like any other sale, and record the money with a receipt into the bank account when it arrives.
Boxes of fruit with no total
Boxes of oranges, mangoes and strawberries reach you from the supplier every morning, you pay for them, and nobody knows what they cost over the month.
With Qoyod: record, depending on your subscription, a purchase invoice in the supplier’s name, so the value of the fruit goes to the expense account you linked it to.
2. From the fruit box to the customer’s cup
Boxes of oranges reach your shop in Jeddah from the supplier in the morning, a customer orders at the window and pays, and a company nearby orders juices for a meeting and pays a few days later. Follow all of it in five stops; each stop adds a line to the journey card.
Stop 1: The orange boxes arrive
Record, depending on your subscription, a purchase invoice in the supplier’s name for six boxes of oranges, and its value goes to the expense account, because you set up oranges as a product you buy and do not store.
Stop 2: A customer orders at the window
Enter on the sales invoice two large orange juices, a mango smoothie and a lemon with mint, and Qoyod works out the total from the quantity and the unit price.
Stop 3: They pay before taking the cup
Press Pay against the invoice and create a new receipt in the cash box account for what the customer paid, so the invoice shows as paid.
Stop 4: A company orders for its meeting
Issue the company a credit sales invoice for 20 large orange juices, and the amount goes into its balance in the customer statement.
Stop 5: The company’s transfer arrives
When the transfer arrives, open its invoice, press Pay against the invoice and create a receipt in the bank account for the amount that came in, in full or in part.
3. Accounting Software for Juice Bars in Saudi Arabia: six tasks from the window to the books
A cup of juice reaches its owner from your shop by more than one road: a customer orders it at the window, an order comes through a delivery app, and a company orders it by the dozen. Here are six tasks whose accounts Qoyod keeps.
Each size is a product with its price
Set up every drink under Products and costs as a product you sell, each with a default selling price, a sales account, a unit of measure and a tax. Because a unit of measure cannot change once the product is on an invoice, make the small and the large orange juice two products, each with the unit “cup”, which you add with the + sign beside the field if it is not there. You may change the unit price on the invoice line, and reports use the price you actually entered there. Keep the list in order with product categories, such as juices, smoothies and bottled drinks.
Payment at the window
When the customer pays in front of you, save and approve their invoice, press Pay against the invoice, create a new receipt and choose the collection account: the cash box for cash you took, the bank account for money that went straight into the bank. The invoice then shows as paid, or partially paid if they paid part of it. From the save menu, choose Save, approve and create new to start the next customer’s invoice, or Save, approve and print to hand them a copy. The payment method field on the invoice only describes how the customer paid; it creates no receipt and moves no account.
Delivery app orders
An order that reaches you through a delivery app is recorded as a sales invoice with its drinks and quantities, like any order at the window. When the app transfers the money, you record it with a receipt into the bank account, and what reached the bank shows in that account’s statement. If a drink is cancelled from an order whose invoice is already issued, open the invoice, press Return invoice, pick that line and save the credit note.
Companies that order by the dozen on account
Issue the company a credit sales invoice for what it ordered for its meeting or event, book what it transfers as a receipt on the invoice, in full or in part, and follow its balance in the customer statement. When a company asks the price of 150 cups for an event, give it, depending on your subscription, a quotation with an expiry date, then turn it into a sales invoice once it approves. Per-customer price lists are not supported in Qoyod, so a price agreed with a company is entered on the invoice line. The customer ageing report, depending on your subscription, compares what companies owe from one period to the next.
Fruit from the supplier
Record, depending on your subscription, the oranges, mangoes and strawberries the supplier delivers, along with cups and lids, on a purchase invoice in its name, once each is set up as a product you buy and do not store, with a purchase price and an expense account; the invoice value then goes straight to the expense account linked to the product, and you may attach a photo of the supplier’s paper invoice to it. If you pay the supplier on delivery, record the payment on its invoice, depending on your subscription, from Pay against the invoice, and choose the payment account: the cash box or the bank.
Bottled drinks and their stocktake
If you sell bottled water or packaged drinks as they reach you, set them up, depending on your subscription, as stored products, so their quantity goes up with the purchase invoice and the value of what you sold moves to the cost of goods sold. When some of them are damaged or the physical count falls below the balance, create, depending on your subscription, a stocktake for the shop’s location, choose the cost account for the missing quantities and enter the actual quantity, and Qoyod works out the difference at the average cost and posts it to that account. If you want an account of its own, such as damaged goods, add it first to the chart of accounts under operating expenses.
Plans differ in scope, and part of what these tasks describe needs a higher plan; ask our sales team which one fits your shop.
4. Juice bar invoices and the Zakat, Tax and Customs Authority
A customer at the window or a company?
These are the two kinds of tax invoice, by buyer:
- For a customer who orders a juice and walks away: a simplified tax invoice that you hand over at payment, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a company, a hotel or a government body ordering juices for its meetings: 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.
The tax on every drink
Every product and service you define takes a default tax picked from the taxes set up for your business, and that tax appears on the invoice line, where you may change it; with the inclusive option on the line, the price you enter includes the tax. In the Kingdom, the standard VAT rate is 15%. When a period ends, the VAT return form report collects your invoice figures, and you 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. What you follow at your shop, and what your accountant reviews
If an accountant or an accounting firm looks after your books, they work in the same Qoyod account you do: you follow the cash box and the companies, and they check the documents and reports.
What you follow
- What you took in cash in the cash box account, and what reached the bank by transfer in the bank account.
- The status of each invoice after its receipt: paid or partially paid.
- Each company’s balance in the customer statement.
- The sales of each drink against the previous period in the product sales report, depending on your subscription.
What your accountant reviews
- Sales invoices, receipts and credit notes, plus purchase invoices and stocktakes depending on your subscription.
- The income statement, the balance sheet and the trial balance.
- The VAT return form report at the end of each period.
- Reports exported as Excel or PDF.
Your accountant can have a user account in Qoyod with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
Qoyod Accounting keeps the shop’s books, while the attendance and payroll of the staff at the window and in preparation live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a juice bar with staff 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 an individual customer, and which to a company?
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, a hotel or a government body, Qoyod issues a tax invoice that the Authority clears first, before it reaches them, in Phase 2, depending on your subscription.
How do I set up juice sizes and their prices?
Open Products and costs and create one product you sell for each size, under its own name, such as small orange juice and large orange juice, with its selling price, sales account and tax. Pick a unit of measure for it; if the “cup” unit is not there, press the + sign beside the field and add it with its name, its display form and its type. A product’s unit cannot change once it is on an invoice, which is why each size has its own product. Then give each product its category, such as juices or smoothies, to keep the list in order.
How do I record delivery app orders?
Record the order that reaches you through a delivery app as a sales invoice with its drinks and quantities, just as you record a customer’s order at the window. When the app transfers the money, record it with a receipt into the bank account. Linking Qoyod with delivery apps and working out their fees are not shown here.
How do I record fruit that spoils before it is juiced?
If you set up the fruit as a product you buy and do not store, its whole value goes to the expense account with the purchase invoice, depending on your subscription, and it has no stock balance to count. For a product you set up as a stored product, depending on your subscription, what was damaged shows in the stocktake as a difference between the current and the actual quantity, and Qoyod posts it at the average cost to the cost account for missing quantities that you choose. Qoyod does not track a batch number or an expiry date for any item; it shows each item’s balance, average cost and movement at each location, while the expiry date is read off the packaging itself.
Does Qoyod work out the recipe of each juice and its ingredients?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus quotations, suppliers, purchase invoices, stored products and stocktakes depending on your subscription. The recipe of each juice and the quantities of its ingredients are not shown here.
Does the free trial include suppliers, purchase invoices and stock?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include quotations, suppliers, purchase invoices, supplier vouchers, stored products or stocktakes, nor Phase 2 linkage with the Authority or more than one user. These depend on your subscription. Each subscription covers a different scope, so ask sales which one suits your shop.
So a juice bar’s accounts come together in one place: every cup with its size and price on an invoice, cash in the cash box, and a statement for every company.
