The level fee and its book on one invoice, with the student’s first payment settling part of it.
Whether a student pays for themselves or a company sends its staff, every level goes on the invoice as a service and every customer keeps a balance.
Language Institute Accounting in Saudi Arabia starts with the registration invoice. In Riyadh, Jeddah or Dammam, a student sits the placement test, joins a level and collects the book, then pays part of the fee today and the rest later. 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. Where do a language institute’s accounts scatter between registration and the last lesson?
Before you choose accounting software for a language school, look at what one class leaves in the books: fees written 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 Jeddah: from the publisher’s books to the company invoice
A language institute in Jeddah opens 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, depending on your subscription.
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.
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 institute.
3. Language Institute Accounting in Saudi Arabia: six tasks from registration to refund
A student moves through the institute one level at a time, and with every level come fees, books, payments and now and then a refund. These are six parts of the institute’s work whose accounts you will find in Qoyod.
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. The vouchers list shows each receipt’s status: used, partially used or unused.
A quotation for a company’s training programme
When a company asks for a programme for its staff, prepare for it, depending on your subscription, a quotation 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. Per-customer price lists are not part of Qoyod, so type the price you agreed with the company 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, depending on your subscription.
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, depending on your subscription. 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, depending on your subscription. The product cost and margin report shows each book’s available quantity and average unit cost, and relies on purchases and stock being switched on, depending on your subscription. Follow what you owe the publisher in the supplier statement, depending on your subscription.
4. Institute invoices and the Zakat, Tax and Customs Authority
A student or a company?
A tax invoice comes in two kinds, and this is the usual case for each buyer:
- For a student paying for themselves: a simplified tax invoice that you hand over at registration, 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 sending its staff: 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 service
You give every service and every product a default tax chosen from the taxes set up for your business; it appears on the invoice line, where you can change it. In the Kingdom, the standard VAT rate is 15%; which tax applies to your course fees is a question for your accountant, and this page does not classify it. 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 institute’s books, between you and your accountant
Your accountant, or the firm that follows the institute’s accounts, works in the same books in Qoyod: you follow what students and companies owe, and they review the documents and the reports.
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, depending on your subscription.
What your accountant reviews
- The documents: sales invoices, receipts, credit notes and payment vouchers to customers, 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 institute’s books, while the payroll and attendance of your teachers and front-desk staff live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For an institute with teachers and staff 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 student, and which to a company that sends its staff?
A student paying for themselves is an individual customer, so they get a simplified tax invoice that in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription. For 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 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.
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.
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 depending on your subscription. Enrolling students in classes, their attendance, level completion certificates and the dates of their upcoming payments are not shown here.
Does the free trial include quotations, purchases and stored books?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include quotations, suppliers, purchase invoices or stored products, nor Phase 2 linkage with the Authority or more than one user. All of these depend on your subscription, and each subscription covers a different scope, so ask sales which one suits your institute.
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.
