You can add any additional fees within a sales invoice as a separate line item by creating a service in the system.
The service is similar to a product in the way it’s added to the invoice, but:
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is not stored in inventory
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is not purchased
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does not require a purchase price
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is sold only
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is recorded directly in a revenue account
First: When should I use a “service”?
Use the “service” type if you want to add:
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Shipping fees
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License plate extraction fees
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Delivery fees
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Installation fees
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Any additional amount that does not represent actual inventory
First: Creating the service in the system
Do this step the first time, and after that you can use the service in any invoice.
1) Go to Products and Costs
From the menu, choose: Products and Costs
2) Create a new product
Click: Create Products and Costs
3) Choose the product type: “Service”
Choose: Service
Important: “Service” differs from “Product” because it is not stored and does not need to be purchased.
Filling in the service details (with clear explanation)
1) Service name in Arabic and English
Write a clear name such as:
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“Shipping fees”
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“License plate extraction fees”
It is preferable to write the name in Arabic + English if you print documents in English.
2) Sequential number
This is a number for internal identification of the service.
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You can write it manually
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Or click to generate a number from the system
3) Category
Category is like a “classification” for services.
For example:
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Logistics services
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Administrative services
If you don’t have a suitable category, you can add a new one from the (+) sign.
4) Description (optional)
If you want a description to appear on the invoice when printed, write a simple description such as:
“Customer transfer and delivery fees”
5) Terms and Conditions:
An optional field if there are special terms and conditions for the service.
6) Unit of Measurement
Choose how the service is measured:
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Service
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Time
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Hour
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Kilometer
… according to your needs
7) Tax
Choose the service tax:
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15% (if applicable)
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Zero / exempt (depending on your case) and if you choose zero tax, an option will appear for you to fill in the tax reason.
Note:
The service handles VAT the same as products.
8) Product Image (optional):
You can add an illustrative image for the service or product so you can display it when exporting or printing invoices.
9) Selling Price (required)
Here you enter a default price that appears automatically when you select the service in the invoice.
Very important:
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This price does not bind you, you can change it within the invoice
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The price that affects reports is the actual price you entered in the invoice
And you can even set the default price = 0 if you prefer.
10) Sales Account (Revenue Account)
Here you specify the account where the revenue from this service goes.
Example:
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Service revenue
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Shipping revenue
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Other revenue
⚠️ Very important:
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The service must be linked to a revenue account only
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You cannot link it to a liability account or other accounts
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You must choose an account of type revenue (third level or higher).
11) Option “POS Product” (optional)
If you have POS and want the service to appear in the cashier app, enable this option.
12) If there are additional fields specific to services defined in advance in the additional fields settings, such as: driver name, you can fill them in.
10) Click Save
And now you have a “service” ready to use in your invoices.
Second: Adding the service in a sales invoice (each time you need it)
1) Open a new sales invoice
Go to: Sales → Sales Invoices → Create Invoice
2) Within the invoice line items
In the line items table:
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Choose the service you created (for example: shipping fees)
3) Modify the price if needed
You can:
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Change the price
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Apply a discount to the service
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Change the tax depending on the case
And this adds the fees as a separate line item within the invoice.
New Customer Questions (and answers directly)
Does the service need a purchase price?
No. The service is sold only and is not purchased, therefore it has no purchase price.
Does the service appear in purchases?
No. The service is used only in:
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Sales invoices
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Quotations
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Credit notes
And does not appear in purchases, purchase orders, or debit notes.
Can I add fees automatically to every invoice?
No. The system does not add fees automatically to every invoice; you must add them as a line item when creating the invoice.
Can I link the service to an account other than revenue?
No. The service must go to a revenue account only.
Does the service affect VAT?
Yes, exactly like products. If you choose 15%, it will be calculated at 15%.
Can I change the revenue account after I’ve used the service in invoices?
No. If the service has been used in invoices, you cannot change the revenue account, but you can submit a request to the technical team to modify the associated account through the chat. Just provide us with the service sequential number and add a Qoyod support user, the name and number of the new revenue account, and the conversation will be transferred to a support employee.
Can I delete the service?
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If you haven’t used it in any invoice: you can delete it
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If you have used it: you cannot delete it, only archive it
Does the service appear in the profit margin report?
Yes.
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Service cost = zero
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Therefore, the profit margin often shows 100% (if there is no discount)
Very important note (prevents many errors)
If the “fees” are not revenue for the business (meaning just an amount you collect and hand over to another party), then linking it as a revenue service may give incorrect accounting results according to your business policy. In that case, you need different accounting treatment depending on your way of working.
