Cabinets, countertop and installation on one invoice, with the advance you took from the customer settling part of it.
Whether you fit a kitchen in a villa or in an apartment block, the materials are products and the installation is a service on the same invoice.
Kitchen Installation Accounting in Saudi Arabia starts with an invoice that carries what you supplied and what you fitted. In Riyadh, Jeddah or Dammam, your fitter measures the space, the customer signs and pays part in advance, then pays the rest in stages until handover. In Qoyod, add the cabinets and the countertop as products and the installation as a service, record the advance as a receipt in the customer’s name, then issue the sales invoice and use that receipt to pay part of it.
1. Where do a kitchen company’s numbers go missing between measuring and handover?
Before you pick accounting software for a kitchen company, look at the trail one kitchen leaves: a price jotted on the survey sheet, payments scattered across notebooks, a factory invoice asleep in a drawer, and a developer who orders twenty kitchens and pays when it suits him.
A price on the survey sheet
The fitter measures the kitchen and writes a price on a sheet, the office changes it twice before the customer agrees, and nothing tidy is left behind.
With Qoyod: prepare a quotation with the kitchen’s lines and its expiry date, depending on your subscription.
Payments in stages
The customer pays at the order, again when the cabinets arrive and again after the installation, and the payments end up split between the sales notebook and the accountant’s phone calls.
With Qoyod: record every payment as a receipt in the customer’s name and use it to settle the kitchen’s invoice.
The factory’s invoice in the drawer
You buy the cabinets from a factory and the countertop from another supplier, and both invoices stay in the drawer, so you never know what you spent on each kitchen.
With Qoyod: record both as purchase invoices and charge them to the kitchen’s project, depending on your subscription.
A developer taking a whole complex
The developer orders his apartments’ kitchens a few at a time, and his invoice stays open until he settles.
With Qoyod: issue him credit invoices, and the customer statement shows his balance.
2. A villa kitchen, from the survey to handover
A villa owner in Riyadh has chosen a new kitchen. Follow the order in five stops; each stop adds a line to the journey card.
Stop 1: The fitter surveys the kitchen and quotes
From the kitchen’s measurements and design, prepare for the owner, depending on your subscription, a quotation with the cabinets, the countertop, the installation and the date it expires, and once its status is approved convert it into a sales invoice.
Stop 2: The owner pays at the order
Record the payment as a receipt in his name; it shows as unused because it is not yet allocated to an invoice.
Stop 3: The cabinets arrive from the factory
Enter the factory’s purchase invoice and charge it to the kitchen’s project, depending on your subscription. When the owner pays again on arrival, record that as another receipt.
Stop 4: The installation is finished
Create the sales invoice with the cabinets, the countertop and the installation, in the quantities you actually fitted.
Stop 5: The receipts settle the invoice
On the invoice press Pay and pick the receipts you collected: the invoice shows as partially paid if anything remains, and each receipt shows as used once its whole value is allocated.
Each subscription has its own scope, and some of what this journey shows is available only in a higher one, so ask our sales team which suits your company.
3. Kitchen Installation Accounting in Saudi Arabia: six tasks from measuring to handover
Every kitchen you fit leaves a trail in the books before handover and after it: a price offered, payments collected, materials bought and an installation sold. Here are six tasks whose accounts Qoyod keeps.
Materials and installation on one invoice
Add the cabinets, the countertop, the sink and the fitting accessories as products, each with a mandatory unit of measure that you pick from the list or add with “+”, such as the linear metre for cabinets. Add the installation as a service: it is not stored, it is not bought, and it has a default selling price, a revenue account, a tax and a unit of measure. Then put every line on one sales invoice with the Add more button, type each line’s quantity, and change the unit price on it if you agree another price with the customer.
A quotation from the design and the measurements
Once the fitter has measured the kitchen and the customer has agreed its design, prepare for him, depending on your subscription, a quotation with the kitchen’s lines and an expiry date, and send it or save it as a PDF. When its status is approved, convert it into a sales invoice and the quotation’s status becomes invoiced. Per-customer price lists are not supported in Qoyod, so if you agree another price per metre with a developer, change the unit price on the invoice line. If you prefer paper, use our price quote template.
Kitchen payments in stages
Open Customer receipts from the Sales menu and create a customer receipt for every payment you collect: at the order, when the cabinets arrive and after the installation. Each receipt stays unused while it belongs to no invoice. When you issue the kitchen’s invoice, press Pay and pick the receipts; more than one receipt can be allocated to a single invoice. The customer statement shows the customer’s balance.
A kitchen as a project with its own figures
Contracts cannot be added to Qoyod directly, and the alternative Qoyod documents is to record the customer’s kitchen as a project in Tasks and Projects, with the contract number, its start and end dates and its value, depending on your subscription. Then pick the project under Additional information on the sales invoice and on every purchase invoice that belongs to that kitchen, and open the income statement filtered by that project from Advanced analysis to see its figures alone, depending on your subscription. What you spend on a kitchen without storing it, such as transport charges, you first define as an expense in Products and costs before adding it as a line on the purchase invoice, depending on your subscription.
Buying from the factory and the supplier
Enter a purchase invoice in the name of the cabinet factory or the countertop supplier, and settle what you owe in full or in parts, depending on your subscription. What you buy for a kitchen without storing it reaches the income statement as soon as the invoice is recorded, depending on your subscription. What you keep in the warehouse, such as hinges and handles, make a stored product: its balance goes up with every purchase invoice and down with every sale, and the product cost and margin report shows its available quantity and average unit cost, and relies on purchases and stock being switched on, depending on your subscription. Follow what you owe each supplier in the supplier statement, depending on your subscription.
A developer or contractor on account
The invoice of a developer who takes his apartments’ kitchens on account stays credit until he pays. Follow his balance in the customer statement report, and compare your receivables between periods in the customer ageing report, depending on your subscription. What reduces an invoice after it is issued, such as a line that was not fitted, you record as a credit note that lowers his account.
4. Kitchen invoices and the Zakat, Tax and Customs Authority
A homeowner or a developer?
These are the two kinds of tax invoice, by buyer:
- For an individual customer: a simplified tax invoice that you hand over at the sale, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a contractor, a developer, a company or a government body: 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 line
Every product and service you define takes a default tax picked from the taxes set up for your business, which appears on the invoice line where you may change it. In the Kingdom, the standard VAT rate is 15%. When a period closes, the VAT return form report gathers 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. Your kitchen books, between you and your accountant
In Qoyod your accountant, or the accounting firm that follows your company, opens the books you open yourself: you ask about customers and their balances, and they review the documents and the reports.
What you follow
- Each customer’s balance in the customer statement.
- The status of every receipt: used, partially used or unused.
- Each kitchen’s figures in the income statement filtered by its project, depending on your subscription.
- What you owe each supplier in the supplier statement, depending on your subscription.
What your accountant reviews
- Every document: sales invoices, receipts and credit notes, plus purchase invoices and quotations depending on your subscription.
- The income statement, the balance sheet and the trial balance.
- The VAT return form report at the close 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 company’s books, while the payroll and attendance of your fitters and workshop staff live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a kitchen company with fitters and installation crews in one branch or more.
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 homeowner, and which to a developer or a company?
A homeowner is an individual customer, so he gets a simplified tax invoice that in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription. For a developer, a contractor, a company or a government body, Qoyod issues a tax invoice that the Authority clears before it reaches them, and Phase 2 linkage with the Authority is available depending on your subscription.
How do I put the cabinets, the countertop and the installation on one invoice?
From Products and costs press Create products and costs, add the cabinets and the countertop as products, and pick each one’s unit of measure or add it with “+” if it is missing. Then add the installation as a service with a default selling price, a revenue account and a tax. On the sales invoice pick the first line, add the rest with Add more, and type each line’s quantity as you fitted it.
How do I record a customer’s payments in stages?
From the Sales menu open Customer receipts, press Create customer receipt, pick the customer and enter the payment’s amount, and repeat for every payment. Each receipt stays unused until it is allocated to an invoice. When you issue the kitchen’s invoice, press Pay on it and pick the receipts that settle it; more than one receipt can be allocated to a single invoice.
How can I see each kitchen’s figures on its own?
Qoyod has no direct feature for adding contracts, so the documented alternative is to record the customer’s kitchen as a project in Tasks and Projects, depending on your subscription. Then pick it under Additional information on the sales invoice and on the purchase invoices that belong to that kitchen, and open the income statement from Advanced analysis filtered by the project, depending on your subscription.
Does Qoyod design the kitchen or allocate installation crews to sites?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus quotations, suppliers, purchase invoices, stored products and projects depending on your subscription. Drawing and designing the kitchen and allocating installation crews to sites are not shown here.
Does the free trial include quotations, purchases and projects?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include quotations, suppliers, purchase invoices, stored products, expense items or projects, 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 company.
So a kitchen company’s accounts come together in one place: materials and installation on an invoice, payments on receipts, and a statement for every customer.
