Term fees and uniforms, on the parent account.
Whether your school is exempt from the invoicing mandate today or required to issue invoices, you record each term’s fees on an invoice, and each parent on credit and each supplier has a balance.
Accounting software for schools and nurseries in Jordan starts with one question: what has the parent paid this term, and what is still due? In a private school, kindergarten or nursery, from Amman to Irbid, a parent pays a registration fee before lessons begin, then the rest of the fees, with transport, uniforms and books on top, while the school buys uniforms and books from a supplier before it sells them. Define each fee in Qoyod as a service with its price and everything you sell, such as uniforms and books, as an item, then issue the invoice and follow what you have collected and what is left.
1. The start of a term in your school
Before you choose accounting software for a school or nursery in Jordan, look at where your numbers scatter at the start of a term: the fees, the transport, the uniforms and books, and the parents’ payments.
Fees that differ by grade
Kindergarten fees are not Grade 6 fees, and the list sits in a side file.
With Qoyod: define each fee as a service with its default price, pick what fits the parent on the invoice, and adjust the price when you need to.
Transport on another sheet
The bus fees are on a separate sheet, and your accountant cannot tell who has paid and who has not.
With Qoyod: make transport a service with its price, and add it as a line on the same parent invoice.
Uniforms and books with no balance
Uniforms and books sit on the storeroom shelves, and how many are left is written in a notebook that does not match the shelves.
With Qoyod: add each item with a purchase price and a selling price, and follow its balance.
A payment before the term starts
A parent pays the registration fee before the first day of school, and you have nowhere to put it until the invoice is issued.
With Qoyod: record the payment as a receipt in the parent’s name, then allocate it to their invoice.
2. A term’s journey through your school
Follow one term through five stops, and each stop adds a number to the term card.
Stop 1: The fee is defined
Start by defining the term fee as a service in Qoyod: it takes a default selling price and a revenue account, and it needs no purchase price because a service is neither stored nor purchased.
Stop 2: The uniform from the supplier
Buy the uniform on a purchase invoice in the supplier’s name, sell it as an item with a purchase price and a selling price, and follow its balance.
Stop 3: A payment from the parent
When a parent pays before the invoice exists, record the payment as a standalone receipt in their name.
Stop 4: The invoice is issued
Issue the invoice, cash or credit, then allocate the receipt to it to see what you have collected and what the parent still owes.
Stop 5: The balance shows
You read the parent’s balance in their statement, and the supplier’s balance and what you have paid on the purchase invoice.
3. Accounting Software for Schools and Nurseries in Jordan: what Qoyod covers in your school
Electronic invoicing and integrated accounting in one system. In a school or nursery, Qoyod covers six more jobs.
Term fees and transport
Add each fee or transport charge as a service with a default selling price and a revenue account, put more than one fee on a single invoice, and change the price on the invoice if it differs for a parent.
Uniforms and books as items
Add uniforms and books as items, each with a purchase price and a selling price, and follow each item’s balance. The product cost and profit margin report lists the cost and margin of each item, and the cost shown is the average cost.
The parent’s account on credit
Post credit invoices to the parent’s account, then read the balance in the customer statement and in the customer ageing report. More in our guide to collecting a credit sale invoice in JoFotara.
An advance payment
Record the registration fee or any payment before the term as a standalone receipt in the parent’s name, then allocate it to the sales invoice.
A project for each branch
If your school has more than one branch with the same activity and the same chart of accounts, add each branch as a project and link to it the sales and purchase invoices, then filter the income statement by project. This depends on your subscription, so ask sales.
Parents and suppliers from Excel
Bring in your parents, suppliers and opening balances by importing from Excel templates.
4. Schools, nurseries and the National Invoicing System
Discuss your school’s position with your accountant.
Who must use e-invoicing in Jordan
Whether your school is exempt from the invoicing mandate or required to issue invoices, Qoyod keeps the books for your services, purchases and cash, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. Your accountant shares the decision
When your school’s accountant reviews the books, the invoices and balances are in one place. The question “is our activity exempt?” is for your accountant and the Department, and the books are for Qoyod.
What you see
- What you have collected and what each parent still owes.
- Each supplier’s balance, and what you have paid.
- The balance of each uniform and book item.
What your accountant reviews
- Purchase and sales invoices.
- Income statement, balance sheet, trial balance and ageing reports.
- Report exports to Excel and PDF.
- If your business must issue invoices: the JoFotara status of each one.
Add your accountant as a user on your account, with the role and permissions you set.
6. Other Qoyod products
Your books run on Qoyod Accounting. Your teachers and administrators have another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a school or nursery with teachers and administrators in more than one branch.
Qoyod HR is available to businesses in Jordan. The connection to Qoyod Accounting is now available.
- Attendance across all your school’s branches.
- Leave management.
- Payroll with allowances and advances.
7. Frequently asked questions
Does a school or nursery have to 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 detail in our guide to 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 term fees, transport and uniforms in Qoyod?
A fee or a transport charge goes into Qoyod as a product of the type “service”. It takes a default selling price and a revenue account, and it needs no purchase price. A service is not stored, and it is used on sales invoices, quotations and credit notes. Uniforms and books you add as items with a purchase price and a selling price, and you follow each item’s balance. If the price differs for a parent, change it on the invoice.
How do I follow a parent who pays after the term has started?
Issue the parent a credit invoice. It posts to their account, and the balance shows in the customer statement. When they pay, record a receipt; a payment can arrive in more than one part, so you follow what you have collected and what is left. The customer ageing report lists the invoices still unpaid, by comparing periods.
Can I record the registration fee a parent pays before the term starts?
Yes. Record the payment as a standalone customer receipt before the invoice exists, then allocate that receipt to the sales invoice once it is issued.
More in our guide to receipt vouchers and invoices in Jordan
Does Qoyod manage student records, attendance and grades?
Qoyod is accounting software, and what we show on this page is invoices, balances, purchases, items and reports. Student records, attendance, grades or an app for parents are not something we show here, so ask sales what fits your school.
That completes the term’s books: what a parent has paid and what is still due, and what you bought in uniforms and books and still owe your suppliers.
