The chandelier and its installation are two lines on one invoice, and what the customer pays is recorded on a receipt.
From a hallway chandelier to the lighting of a whole villa, every sale gets an invoice and every payment a receipt.
Lighting Store Accounting Software in Saudi Arabia starts from an invoice that holds the chandelier, its bulbs and the fee for installing it. At a lighting showroom in Riyadh, Jeddah or Dammam, a customer buys a crystal chandelier and twelve bulbs, asks for it to be installed in their living room, and pays at delivery. In Qoyod the chandelier and the bulb are products you sell and the installation is a “Service” product, all lines on one sales invoice, and the payment is a receipt against it.
1. From the supplier to the ceiling: where a chandelier showroom’s numbers slip away
Before you choose accounting software for a chandelier or lighting shop, look at a day when orders pile up: a costly chandelier waiting for the ceiling to be measured, an installation agreed over the phone, a deposit on a slip of paper, and an interior designer who takes pieces for three villas and pays in stages.
A chandelier and its installation on paper
The seller agrees the chandelier’s price and the installation fee with the customer by phone, so only a slip of paper or memory holds the two together.
With Qoyod: set up the chandelier as a product you sell and the installation as a service with its price, and put both on one sales invoice.
A deposit for a special order
A customer pays a deposit for a chandelier made in a size or finish requested just for them, and the only trace is a slip in the drawer.
With Qoyod: enter the deposit as a receipt for that customer; it remains Unused until part of their invoice settles against it.
A designer or contractor buying on account
An interior designer or a contractor takes pieces for several clients and pays in stages, so the showroom cannot easily say how much is still owed.
With Qoyod: set the payment terms on their invoice, and open the customer statement report to see their invoices, receipts and what remains.
Breakage in the shipment and on the showroom floor
A chandelier arrives after a long trip with some pieces broken, other pieces break in the showroom, and the cost shows up in no figure.
With Qoyod: run an inventory count, depending on your subscription, and the difference is posted to the cost account you pick.
2. A designer’s order in your books: from the quotation to their statement
An interior designer orders three chandeliers for a client’s villa and pays in two stages. The order passes five stops in your books, and the journey card keeps the amount from each one.
Stop 1: A quotation for the designer
Create for the designer, depending on your subscription, a quotation listing the three chandeliers, their installation and an expiry date; send it or save it as a PDF, then convert it into a sales invoice once they approve.
Stop 2: The designer pays the deposit
The deposit goes in as a receipt in the designer’s name. No invoice holds it yet, so its status is Unused.
Stop 3: The chandeliers arrive from the supplier
Record, depending on your subscription, what you bought from the supplier as a purchase invoice in their name, and the chandeliers’ quantity in stock goes up at the purchase price.
Stop 4: The delivery and installation invoice
Issue the sales invoice for the chandeliers with the installation as a service, set the payment terms, and use Pay to apply the deposit receipt to it; the invoice shows Partially paid until the designer settles the rest.
Stop 5: The designer’s statement
Open the customer statement report in their name to find the delivery invoice, the deposit receipt and the outstanding balance, and record whatever they pay next on a new receipt.
Each plan’s scope differs, and some capabilities on this page need a higher plan, so check what fits your showroom with our sales team.
3. Lighting Store Accounting Software in Saudi Arabia: what Qoyod covers in your showroom
Between the pieces that reach the showroom and the customer who hangs them at home, the showroom’s accounts move every day. Here are six jobs Qoyod covers there.
The chandelier a line, its installation a line
In Qoyod, create the chandelier and the bulb as products you sell, and the installation as a “Service” product with a price. A service is sold only: it is never stored or bought, and it has a default selling price, a revenue account, a tax and a unit of measure that you choose. Next, enter the chandelier, its bulbs and the installation as lines on a single sales invoice, and use the Description field beside the chandelier for what the customer asked for, such as the frame colour or the size, which appears in the invoice preview and in the PDF.
A reduction for a designer or contractor, within each seller’s limit
Qoyod has no price of its own for each customer today, so you write the designer’s or contractor’s price into the unit price on their invoice line. If you want to reduce it, add a discount to that line as a percentage or a value, as long as it stays within the maximum discount percentage set for the user in the users settings, and more than one user is available depending on your subscription. Qoyod calculates the tax on the amount after the discount.
A deposit for a special order, a quotation for a designer
A deposit that a customer leaves for a special order is entered from Customer receipts as a receipt in their name, and its status stays Unused until an invoice takes it. For a designer or a contractor, create for them, depending on your subscription, a quotation with an expiry date, send it or save it as a PDF, and convert it into a sales invoice once they approve it, which changes the quotation to Invoiced. On the delivery day, open the invoice, press Pay, choose Use a previous receipt for part of the amount, and the invoice reads Partially paid.
An invoice paid in stages, and the customer statement
In a designer’s or contractor’s invoice, choose the payment terms that fit, and Qoyod sets the due date from them. Record each payment as a receipt in their name and apply it to their invoice with Pay. Then open the Customer Statement Report from Reports in their name, and it lists sales invoices, receipts and credit notes, with the due date, the remaining amount of the invoice and the outstanding balance. Setting a credit limit for each customer is not currently available in Qoyod.
Chandeliers from the supplier into stock, and what broke on the way
Define each chandelier you buy to resell as a stored product, depending on your subscription, and a purchase price and an expense account appear beside its selling price. What arrives from the supplier goes on a purchase invoice in their name, depending on your subscription, which raises the quantities in stock, and Qoyod costs each piece by the average-cost method. At the end of the season, run an inventory count for the showroom’s location, depending on your subscription: pick the cost account for short quantities and type in the actual quantity, and Qoyod shows the difference at average cost and posts it to the account you picked. If you want a damaged-goods account of its own, add it first to the chart of accounts under operating expenses.
A chandelier that came back
If a customer brings a chandelier back, start from that sale’s invoice under Sales invoices and choose Return invoice; a credit note appears with every line of the invoice, and you keep only the lines that came back. The note lowers the customer’s balance and its entry reverses the tax on those lines, while the original invoice is left unchanged and shows Returned next to its status. When the customer had already paid, Refund produces a payment voucher from the cash box or the bank. The chandelier returns to stock only if it is a stored product, depending on your subscription.
4. Lighting store invoices and the Zakat, Tax and Customs Authority
A chandelier for an individual or for a company?
As a rule, the type of invoice follows the type of customer.
- For an individual buying a chandelier for their home: 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 contractor, a design office 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.
A tax on every line
Each chandelier and each installation service is set up with a default tax drawn from your business’s taxes. That tax appears on the invoice line, where it can be edited. The standard VAT rate in the Kingdom is 15%. At the end of the period the VAT return form report collects the figures from your invoices, and you file the return yourself through 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 orders and accounts, your accountant reviews the books
Your showroom may work with an accountant or an accounting firm: you both open the same figures in Qoyod, and each of you asks them different questions.
What you follow
- Invoices for chandeliers and their installation, and what you collected on them in customer receipts.
- Quotations for designers and contractors and the status of each, depending on your subscription.
- Each special order’s deposit, and what every designer or contractor still owes in the customer statement report.
- The balance of chandeliers in stock and the difference from each count, depending on your subscription.
What your accountant reviews
- Sales invoices, credit notes 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 showroom’s books in Qoyod Accounting. For your sellers and the installation team across branches there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a lighting showroom with sellers and an installation 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 chandelier for their home, and which to a contractor or a design office?
Qoyod issues an individual customer a simplified tax invoice, reported to the Authority within 24 hours of issue, and a contractor or a government body a tax invoice that the Authority clears before it reaches the customer; both apply in Phase 2, depending on your subscription.
How do I add the installation fee to a chandelier’s invoice?
Create a product of the Service type under Products and costs, with a name such as Chandelier installation, and fill in its default selling price, revenue account, tax and unit of measure. In a new sales invoice, add the chandelier first, then the installation as a second line with Add more, and change its price on the line if it differs. The installation does not affect stock quantities, because a service is not stored.
How do I record the deposit for a special-order chandelier?
From the Sales menu open Customer receipts, press Create customer receipt, pick the customer, enter the deposit amount and save; the receipt reads Unused as long as no invoice has taken it. At delivery, issue the order’s invoice, press Pay, and choose Use a previous receipt to put the deposit against part of the invoice.
How do I follow what a designer or contractor who bought on account still owes?
Choose the payment terms on their invoice, and Qoyod sets the due date from them; record each payment as a receipt in their name and apply it to their invoice. Then open the Customer Statement Report from Reports, choose the customer and set the period, and you see their invoices, receipts and credit notes with the due date, the remaining amount and the outstanding balance. Setting a credit limit for each customer is not currently available in Qoyod.
How do I record a chandelier that came back to the showroom?
From Sales invoices open the chandelier’s invoice and choose Return invoice; a credit note appears with all its lines, and you keep only what came back. If the invoice was paid, Refund produces a payment voucher from the cash box or the bank. The chandelier returns to stock only if it is a stored product, depending on your subscription.
Does Qoyod schedule installation appointments or track the installation technicians?
Qoyod is accounting software. This page shows sales invoices, customer receipts, credit notes and customer balances, plus quotations, suppliers, purchase invoices, stored products and inventory counts depending on your subscription. Scheduling installation appointments and following technicians are not shown on this page.
That is how a lighting showroom’s accounts come together in one set of books: the chandelier and its installation on an invoice, and what the customer paid and still owes in their statement.
