The consultation and the vaccination on one invoice in the owner’s name, and the payment on a receipt.
Whether your customer owns a cat or keeps livestock, every visit gets a sales invoice and every payment a receipt.
Vet Clinic Accounting Software in Saudi Arabia starts with the invoice you issue after each consultation. At a veterinary clinic in Riyadh, Jeddah or Dammam, a cat owner brings the cat in for a check-up and a vaccination and pays before leaving. Set up the consultation and the vaccination in Qoyod as two services with their prices, issue one sales invoice with both in the animal owner’s name, and record the payment on a receipt so the invoice shows as paid.
1. Where does a veterinary clinic’s money get scattered?
Before you choose accounting software for a vet clinic, look at a normal week there: consultations and vaccinations priced by hand, medicines and bags of pet food in the storeroom that nobody has counted, a farm that pays for its visits late, and devices you bought for large sums that never reach the books.
The consultation in a notebook, the medicine on a slip
The vet writes the consultation in the reception notebook, a member of staff writes the medicine’s price on another slip, and the animal’s visit never sits on one document.
With Qoyod: set up the consultation and the vaccination as services and the medicine as a product, and put them as lines on one sales invoice.
Medicines and food nobody has counted
Veterinary medicines and bags of cat and dog food arrive from suppliers, and you only learn an item has run out when a customer asks for it.
With Qoyod: set them up as stored products whose balance rises with the purchase invoice and falls with the sales invoice, depending on your subscription.
A farm that pays at the end of the month
You visit a farm or a stable several times a month, and the owner wants a statement of what they owe before paying.
With Qoyod: issue them a credit sale invoice after each visit, and follow their balance in the customer statement.
Devices with no value in the books
The X-ray unit, the ultrasound scanner and the operating table cost you large sums, and you do not know what they are worth in your books today.
With Qoyod: record them as fixed assets, and follow each device’s depreciation and book value, depending on your subscription.
2. A day at your vet clinic: from the first consultation to the farm’s account
Follow one day at the clinic across five stops; each stop adds its line to the journey card beside it.
Stop 1: A cat comes in for a check-up and a vaccination
Add the consultation and the vaccination as two lines on a sales invoice in the owner’s name, and record the payment on a receipt, so the invoice shows as paid.
Stop 2: Bags of food arrive from the supplier
Record the purchase invoice in the supplier’s name, and the item’s balance in stock rises if you set it up as a stored product.
Stop 3: The cat owner buys food
Add the two bags of food on a sales invoice, and their balance in stock falls.
Stop 4: One unopened bag comes back
Create a credit note against the owner’s invoice, so the bag returns to stock because it is a stored item, and the original invoice stays as it is.
Stop 5: The farm’s visits on account
Issue the farm owner a credit sale invoice for the three visits, so it stays on their account until they pay.
Each plan’s scope differs, and some capabilities on this page need a higher plan, so check what fits your clinic with our sales team.
3. Vet Clinic Accounting Software in Saudi Arabia: six jobs Qoyod covers
Behind every consultation there are other accounts: medicines and food in stock, suppliers to pay, an operation that needs an estimate first, devices that lose value over time, and farms that pay in parts.
Consultations, vaccinations and operations as services
Add every service the clinic provides, such as the consultation, the vaccination and the operation, 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. 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.
Medicines and pet food in stock
Set up the veterinary medicines and the bags of food you buy in quantity as stored products, so their balance rises with the purchase invoice and falls with the sales invoice, depending on your subscription. If a customer returns a stored item, you create a credit note against their invoice and, depending on your subscription, the quantity goes back to stock.
Medicine and food suppliers
Record every delivery on a purchase invoice in the supplier’s name and what you pay them on a supplier receipt, check what you owe them in the supplier statement, and compare your payables across periods in the supplier ageing report, depending on your subscription.
A quotation before an operation
When an operation or a treatment over several days is coming, the animal owner can receive, depending on your subscription, a quotation listing the services, with the date the quotation expires, by sending it or as a PDF; once it is approved, you convert it into a sales invoice. For a paper version there is our price quote template.
Clinic devices as fixed assets
The X-ray unit, the ultrasound scanner and the operating table go into Qoyod as fixed assets through a purchase invoice, depending on your subscription; depreciation is calculated with the straight-line method, every device has an asset page with its depreciation and book value, and the fixed assets register report lists them all.
The farm’s and the stable’s account
A farm or a stable that settles later gets a credit sale invoice, and each payment it makes, whole or partial, goes on a receipt against that invoice. Its balance sits in the customer statement, and the customer ageing report compares your receivables across periods, depending on your subscription. Qoyod does not support a price list for each customer, so a rate you agree with a farm is changed on the invoice line.
4. Vet clinic invoices and the Zakat, Tax and Customs Authority
An animal owner, or a farm or company?
The type of invoice depends on the customer, not on the type of service.
- For an individual animal owner: a simplified tax invoice that you hand over at payment, reported to the Authority within 24 hours of issue.
- For a farm, a company or a government body: a tax invoice that the Authority clears first, before it reaches the customer.
A tax on every service and product
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%. This page does not classify the clinic’s services or medicines for tax, so the tax you choose for each line is your decision with your tax adviser. 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 clinic’s numbers, for you and for your accountant
If your clinic works with an accountant or an accounting firm, they read in Qoyod the same numbers you follow, and each of you asks something different of them.
What you follow
- What each farm and stable still owes, in the customer statement.
- The balance of medicines and pet food in stock, depending on your subscription.
- The quotations sent before operations, and the status of each, depending on your subscription.
- What you owe each supplier, in the supplier statement, 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 clinic’s devices 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 clinic’s books are in Qoyod Accounting. For your vets, assistants and reception staff there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a clinic with vets 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 an animal owner, and which to a farm or a company?
An individual animal owner gets a simplified tax invoice, reported to the Authority within 24 hours of issue; a farm, 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 put the consultation, the vaccination and a medicine on one invoice?
In Products and costs, add the consultation and the vaccination as products of the “Service” type with a default selling price and a revenue account, and add the medicine as a product with its selling price. Then create a sales invoice in the animal owner’s name, enter the consultation as the first line, and press Add more to add the vaccination and the medicine.
How do I see the balance of medicines and pet food?
Set up each medicine and each type of food as a stored product: its balance rises when you record the supplier’s purchase invoice, falls when you sell it on a sales invoice, and goes back to stock when you create a credit note for an item the customer returned, depending on your subscription.
Does Qoyod keep a file for each animal, with its vaccination record and visit appointments?
No. Qoyod is accounting software: it has no medical file or vaccination record for an animal, it does not manage visit appointments or vaccination reminders, and it does not track medicine expiry dates or batch numbers. What this page shows is sales invoices, receipts, credit notes and customer balances, plus stock, purchases and fixed assets depending on your subscription.
How do I record the clinic’s devices in Qoyod?
Record them as fixed assets, depending on your subscription: 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; each asset’s page then shows its depreciation and book value, and the fixed assets register report lists all the devices.
Can I set a special price for a farm I work with?
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 farm 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 vet clinic’s accounts together in one place: the consultations and vaccinations on an invoice, what the animal owner pays on a receipt, and each farm’s account in the customer statement.
