The level fee and its book on one invoice, with the student’s first payment settling part of it.
Whether your institute is exempt from the invoicing mandate today or required to issue invoices, every level is a service on the invoice and every student and company keeps a balance.
Language Institute Accounting in Jordan puts the level fee and the book on the same registration invoice. In Amman, Irbid or Zarqa, a student sits the placement test, joins a level and collects the book, then pays part of the fee at registration and the rest afterwards. In Qoyod, add each level as a product of type service and the book as a product, issue the sales invoice and press Pay against the invoice: the first payment is recorded as a receipt and the invoice shows as partially paid.
1. A language institute in Jordan: where do the accounts scatter?
Before you choose accounting software for a language school in Jordan, look at what one class leaves in the books: fees on a registration form, a second payment that comes late, a company that pays after the course ends, and a student who withdraws and asks for the money back.
Fees on the registration form
The front desk writes the level fee and the book price on the form, and the accountant adds them up from the paperwork at the end of the month.
With Qoyod: set each level up as a service and the book as a product, and put both on one sales invoice.
One payment today, another next month
The student pays half the fee at registration and the rest halfway through the level, and the second payment gets lost among the paper slips.
With Qoyod: record every payment as a receipt against the student’s own invoice, which shows as partially paid while anything remains.
A company that pays after the course
A company sends eight of its employees and pays once the course is over, and its invoice sits in a folder nobody reopens.
With Qoyod: issue it a credit invoice, and the customer statement report shows its balance.
A student who withdraws before the start
A student drops out before the first lesson, the institute hands back the cash, and nothing in the books explains the gap.
With Qoyod: record a credit note on the student’s invoice, then a payment voucher to the customer for the amount you returned.
2. Level one at an institute in Amman: from the publisher’s books to the company invoice
A language institute in Amman starts a new level-one class. Follow its first week in five stops; each stop adds a line to the journey card.
Stop 1: The level books arrive from the publisher
Enter the purchase invoice in the publisher’s name and make the book a stored product whose balance rises by the quantity you bought.
Stop 2: The student joins the level
Issue a sales invoice with the level fee, the book and the placement test, each line with its quantity and unit price.
Stop 3: The student pays at registration
On the invoice press Pay against the invoice and enter what the student paid: a used receipt is created and the invoice shows as partially paid.
Stop 4: A second payment halfway through the level
Record it as another receipt against the same invoice, since one invoice can be settled by more than one payment.
Stop 5: A company signs up eight employees
Issue the company a sales invoice for the level fee with a quantity of eight; it stays a credit sale until the company pays, and the customer statement shows its balance.
3. Language Institute Accounting in Jordan: six tasks from registration to refund
E-invoicing and accounting integrated in one system. Behind it sit six parts of a language institute’s work, from the level fee to the money handed back to a student who withdraws.
Every level a service with its price
From Products and costs press Create products and costs and pick the product type service for each level, for the placement test and for the registration fee. A service carries a default selling price that you can change on the invoice, a revenue account, a tax, and a unit of measure that you pick or add with “+”, such as the hour for private lessons, and it is neither stored nor bought. Set the book up as a product, then put every line on one sales invoice with the Add more button. If you give two siblings or a company’s staff a discount, add it on the line as a percentage or an amount.
A student’s payments on one invoice
Issue the level’s invoice at registration, then press Pay against the invoice whenever the student pays part of it: Qoyod creates a receipt for each payment, and the invoice stays partially paid while anything remains. If the student pays before the invoice exists, record the amount as a receipt from Customer receipts; it stays unused until you pick it with the Pay button on the invoice. For more, read our explainer on receipt vouchers and invoices in Jordan.
A quotation for a company’s training programme
When a company asks for a programme for its staff, prepare a quotation for it with the number of trainees, the level price and the date the offer expires, and send it or save it as a PDF. Once its status is approved, convert it into a sales invoice and the quotation’s status becomes invoiced. Qoyod has no per-customer price lists, so the price you agreed with the company goes into the unit price on the line.
A company on account
A company’s invoice stays a credit sale until a receipt is recorded for it. If the company transfers one amount for more than one course, record it as a single receipt and allocate it across several invoices. Follow its balance in the customer statement report, and compare what companies owe from one period to the next in the customer ageing report.
A withdrawal and the refund
If a student withdraws after the invoice is issued, create a credit note on it that lowers the customer’s account by its value, while the original invoice stays as it is. If you return money, press Refund against the credit note and Qoyod creates a payment voucher to the customer, drawn on the cash box or the bank you choose. If you return nothing, allocate the credit note to the same invoice. How much you refund is your institute’s own policy.
Level books from the publisher
Enter the purchase invoice in the name of the publisher or the distributor, and settle what you owe in full or in parts. Make the book a stored product if you want to follow its quantity: its balance rises with every purchase invoice and falls with every sale, and the product cost and margin report shows each book’s available quantity and average unit cost. Follow what you owe the publisher in the supplier statement.
4. Language institutes and the National Invoicing System
Discuss your institute’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 stock, purchases, sales and cash, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. Your institute’s books, between you and your accountant
Your accountant, or the firm that follows the institute’s accounts, works in the same books you open in Qoyod. Whether your institute must issue invoices through the system is a question for your accountant and the Department; the sales invoices, the receipts and the balances of students and companies stay in Qoyod.
What you follow
- Each student’s and each company’s balance in the customer statement.
- The status of every sales invoice: credit sale or partially paid.
- The status of every receipt: used, partially used or unused.
- What you owe the publisher in the supplier statement.
What your accountant reviews
- The documents: sales and purchase invoices, receipts, credit notes, payment vouchers to customers and quotations.
- The income statement, the balance sheet and the trial balance.
- Reports exported as Excel or PDF.
- The JoFotara status of each invoice, if your institute must issue invoices.
Give your accountant a user account in Qoyod, with the role and permissions you choose.
6. Other Qoyod products
The institute’s books belong in Qoyod Accounting, while the attendance and leave of your teachers and front-desk staff belong in Qoyod HR, a separate product with its own subscription.
Qoyod HR
For an institute with teachers and staff in one branch or more.
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
Must language institutes 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 in our article on 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 record a student’s payments in stages?
Issue the level’s invoice, then press Pay against the invoice at each payment and enter its amount: a receipt is created for it, and the invoice shows as partially paid while anything remains. A payment made before the invoice exists goes in as a receipt from Customer receipts, and it stays unused until you settle the invoice with it through the Pay button.
More in our explainer on receipt vouchers and invoices in Jordan
How do I put the level fee, the book and the placement test on one invoice?
From Products and costs, set up the level and the placement test as products of type service, and the book as a product. Then open a sales invoice in the student’s name, pick the first line, add the rest with Add more, type the quantity on each line, and change the unit price if you agreed a different one with the student.
What do I do if a student withdraws and asks for the money back?
Create a credit note on the student’s invoice, which lowers their account by its value, then press Refund against the credit note and enter the amount: Qoyod creates a payment voucher to the customer from the cash box or the bank. If you return no money, allocate the credit note to the same invoice.
Does Qoyod enrol students in classes and track their attendance and certificates?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus quotations, suppliers, purchase invoices and stored products. Enrolling students in classes, their attendance, level completion certificates and the dates of their upcoming payments are not shown here.
That keeps the institute’s accounts together: the fees and the book on one invoice, the student’s payments on receipts, and a statement for every student and every company.
