The shoot hours and the album on one invoice, and the advance on a receipt in your customer’s name.
Whether you shoot a family’s party or a store’s products, the shoot is a service and the album a product on the same invoice.
Photo Studio Accounting Software in Saudi Arabia starts with one invoice that carries the shoot hours and the printed album. At a photography studio in Riyadh, Jeddah or Khobar, a couple pays an advance weeks before the party, then orders an album after the shoot. Add the shoot in Qoyod as a service and the album as a product, issue one sales invoice with both, and record the advance on a receipt that stays unused until you use it to pay part of the invoice.
1. Where do a photography studio’s numbers go missing?
Before you choose accounting software for a photography studio, look at what is scattered today between the phone and the notebook: a session price agreed in a chat, an advance written by hand, albums and frames nobody has counted, and cameras and lenses you bought that leave no trace in the books.
The session price in a chat, the album on paper
You agree the shoot hours with the customer in a message, a member of staff writes the album price on another sheet, and the value of the order never sits on one document.
With Qoyod: add the shoot as a service and the album as a product, and put both as lines on one sales invoice.
An advance in a side notebook
The customer pays an advance weeks before the party, and it sits in a notebook that nobody links to their invoice once it is issued.
With Qoyod: record it as a receipt in the customer’s name, and it stays unused until you use it to pay part of the invoice.
Albums and frames nobody has counted
You buy albums and frames from the supplier by the dozen, and you do not know how many are left before the wedding season.
With Qoyod: set them up as stored products, so their balance rises with the purchase invoice and falls with the sales invoice, depending on your subscription.
Cameras outside the books
You bought a camera and lenses for a large amount, and you do not know what they are worth today after two years of work.
With Qoyod: record them as fixed assets through a purchase invoice, and follow their depreciation and book value, depending on your subscription.
2. One wedding in your books: from the quotation to the extra prints
Follow one wedding from the couple’s first question about the price to the last printed photo. Each of the five stops has one line on the journey card beside it.
Stop 1: The couple asks about the price
Send them a quotation for the shoot hours and the album, set its expiry date, then turn it into a sales invoice once it is approved.
Stop 2: They pay the advance
Record the advance as a receipt in their name before you issue the invoice, and it stays unused because it is not allocated to an invoice yet.
Stop 3: The album arrives from the print shop
Record the purchase invoice in the print shop’s name, and the album’s balance in stock rises if you set it up as a stored product.
Stop 4: The invoice goes out after the party
Issue the sales invoice with the shoot hours and the album, choose Pay and use the advance to pay part of it, so the invoice becomes partially paid and the receipt becomes used, because its full amount is allocated.
Stop 5: The customer orders extra prints
Issue a separate sales invoice for the printed photos, with their quantity and unit price.
Each subscription’s scope differs, and some capabilities on this page need a higher subscription, so check what fits your studio with our sales team.
3. Photo Studio Accounting Software in Saudi Arabia: six jobs Qoyod covers
Every session you shoot comes with other accounts: albums in stock, a quotation for an upcoming party, cameras that lose value over time, and companies that pay in parts.
Sessions and packages as services with their prices
Add each session or photography package as a product of the “Service” type: it is not stored and is only sold, and it has a default selling price, a revenue account and a unit of measure you choose, such as the hour. On the invoice the default price shows and you can change it, and you can add a discount to the line as a percentage or an amount.
The album, the frame and the printed photo
Add the prints you sell as products with their selling prices. What you buy in quantity from the supplier, such as albums and frames, set up as a stored product whose inventory balance rises with the purchase invoice and falls with the sales invoice. Stored products and purchase invoices are available depending on your subscription.
The advance before the party
In Customer receipts, create a receipt in the customer’s name for the amount of the advance, and it stays unused until you allocate it to an invoice. When you issue the invoice, choose Pay and use the receipt to pay part of it; the receipt becomes used once its full amount is allocated.
A quotation for a party or a store
Before the customer decides, send them a quotation with the hours, the album and the quotation’s expiry date, or export it to PDF, then turn it into a sales invoice once it is approved. Quotations are available depending on your subscription, and for a paper version there is our price quote template.
Cameras and lenses as fixed assets
Record the camera, the lenses and the lighting equipment as fixed assets through a purchase invoice. Qoyod calculates depreciation with the straight-line method, each asset’s page shows its depreciation and book value, and the fixed assets register report brings them together. Fixed assets are available depending on your subscription.
The account of a store whose products you shoot
Issue the store or the company a credit sale invoice, and record what they pay with a receipt against the invoice, in full or in part. Follow their balance in the customer statement, and compare your receivables across periods in the customer ageing report, depending on your subscription. Qoyod does not support a price list for each customer, so a price you agree with a company is changed on the invoice line.
4. Studio invoices and the Zakat, Tax and Customs Authority
A family or a store?
The type of invoice depends on the customer, not on the type of session.
- For a family or an individual: a simplified tax invoice that you hand over at the sale, reported to the Authority within 24 hours of issue.
- For a store, a company or a government body: a tax invoice that the Authority clears first, before it reaches the customer.
A tax on every line
Every service and product has a default tax, chosen from the taxes defined for your business; it shows on the invoice line and can be changed there. The standard rate of VAT in the Kingdom is 15%. At the end of the period, the VAT return form report collects the figures from your invoices, and you submit 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. The studio’s numbers, for you and for your accountant
If your studio works with an accountant or an accounting firm, they read in Qoyod the numbers you follow, and each of you looks for something different in them.
What you follow
- The quotations sent to couples and stores, and the status of each, depending on your subscription.
- The status of each advance in Customer receipts: unused, partially used or used.
- What each customer and store still owes, in the customer statement.
- The balance of albums and frames in stock, depending on your subscription.
What your accountant reviews
- Sales invoices, receipts and credit notes, and purchase invoices depending on your subscription.
- The depreciation and book value of the cameras in the fixed assets register, depending on your subscription.
- Income statement, balance sheet and trial balance, and customer ageing depending on your subscription.
- The VAT return form report, and report exports to Excel and PDF.
Add your accountant as a user with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
The studio’s books are in Qoyod Accounting. For your photographers and assistants there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a studio with photographers and assistants 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 a family, and which to a store or a company?
A family or an individual gets a simplified tax invoice, reported to the Authority within 24 hours of issue; a store, a company or a government body gets a tax invoice that the Authority clears before it reaches the customer. Phase 2 linkage with the Authority is available depending on your subscription.
How do I record an advance for a party whose invoice is not issued yet?
In Sales, open Customer receipts, press Create customer receipt, choose the customer and enter the amount of the advance. The receipt stays unused because it is not allocated to an invoice, and when you issue the party’s invoice you choose Pay and use this receipt to pay part of it.
How do I put the shoot hours and the album on one invoice?
In Products and costs, add the shoot as a product of the “Service” type with a unit of measure you choose, such as the hour, a default selling price and a revenue account, and add the album as a product with its selling price. Then create a sales invoice, enter the shoot as the first line with its number of hours, and press Add more to add the album as a second line.
How do I record cameras and lenses in Qoyod?
Record them as fixed assets: add an asset category with the straight-line method and its useful life, then record the purchase with a purchase invoice in which you choose the asset, depending on your subscription. Each asset’s page shows its depreciation and book value, and you find all the assets in the fixed assets register report. Fixed assets are available depending on your subscription.
Does Qoyod manage session appointments and the delivery of photos to customers?
Qoyod is accounting software, and what this page shows is invoices, receipts and customer balances, plus stock and assets depending on your subscription. Scheduling sessions and sharing or delivering photos to customers are not shown here, so ask sales what fits your studio.
Can I set a special price for one particular customer?
Qoyod does not support custom price lists or a special price for each customer. The alternative is to change the unit price by hand for that customer on the invoice, or on the quotation depending on your subscription, and on an invoice line you can add a discount as a percentage or an amount.
That brings a photography studio’s accounts together in one place: the sessions and albums, the advances, the prints in stock, and the cameras in the asset register.
