Aqid ERPPrepaid fees, earned month by month
When you invoice a three-month course up front, the fee goes to deferred revenue and is recognised month by month. Your P&L shows what you have actually delivered.
Education
Accounting for training and education centres
Invoice course fees up front, let the revenue fall into the right months on its own, and see which course or branch is worth running again.
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In short
Invoice course fees up front, let the revenue fall into the right months on its own, and see which course or branch is worth running again. Aqid ERP is built for ZATCA Phase 2 e-invoicing, prepares the VAT return from the books and runs payroll with GOSI and a WPS file in the Mudad layout. The Growth plan fits, at SAR 111 a month, with a 60-day free trial. Not built yet: There are no student records, attendance, timetables or class scheduling, and no booking calendar; keep your learning or registration system for that and use Aqid ERP for invoices, deferred revenue, VAT and payroll.
At a glance
| For | Training centres |
|---|---|
| E-invoicing | ZATCA Phase 2: clearance and reporting once your device is connected with a Fatoora OTP; UBL 2.1 XML, QR code |
| VAT | 15% standard rate; the return is prepared from the books |
| Payroll | GOSI, a WPS salary file in the Mudad layout, end of service, payslips in Arabic and English |
| Stock | Not needed by most businesses of this kind |
| Recommended plan | Growth: payroll with no employee limit (deferred course fees work on every plan). |
| Price | SAR 111 a month before VAT · 60-day free trial today, no card |
| Not built yet | There are no student records, attendance, timetables or class scheduling, and no booking calendar; keep your learning or registration system for that and use Aqid ERP for invoices, deferred revenue, VAT and payroll. |
How it runs
Each course is a tag
Tag course invoices, trainer fees, venue rent and materials to the course or programme. The profit and loss per tag shows which ones pay for themselves.
Corporate clients get proper invoices
Quote a company for a training programme, let them accept it by link, and issue a tax invoice that is cleared with ZATCA once your device is connected. Statements and automatic email reminders follow up on payment.
Instalments as recurring invoices
Where trainees pay monthly, set up a recurring invoice. It is issued on the same day each month and emailed automatically; share it on WhatsApp in one tap, and add a payment link once you connect a payment provider.
A month at a training centre (example)
- Say a trainee enrols in a three-month English course and pays SAR 6,000 plus SAR 900 VAT (15%), SAR 6,900 in total, through the payment link on the invoice. The SAR 6,000 goes to deferred revenue and the SAR 900 to output VAT.
- At the end of each month SAR 2,000 is recognised as revenue. After the first month, SAR 4,000 is still sitting in deferred revenue on the balance sheet.
- A company books a two-day leadership workshop for its staff. You invoice SAR 20,000 plus SAR 3,000 VAT, SAR 23,000 in total, and tag it to the Leadership course. A freelance trainer bills SAR 7,000 plus SAR 1,050 VAT against the same tag.
- Payroll for eight staff comes to SAR 38,000. GOSI contributions post, the WPS salary file in the Mudad layout is ready for you to upload, and end-of-service accrues for the month.
- The Leadership course P&L shows SAR 20,000 revenue against SAR 7,000 trainer cost, before rent and staff. The English course shows SAR 2,000 earned this month, not the full SAR 6,000 received.
The parts you will use
Deferred revenue
Course fees invoiced up front held as deferred revenue and recognised month by month over the course period.
Sales
Quotes, tax and simplified invoices, recurring invoices for instalments, credit notes for withdrawals, payment links once a payment provider is connected, automatic email reminders and statements.
Projects and cost centres
Tag income and costs to courses, programmes or branches and run profit and loss for each.
Purchasing and expenses
Bills from freelance trainers and venues with an approval limit, and employee expense claims for course materials.
Payroll
Monthly payroll in SAR, GOSI, Mudad WPS file, end-of-service accruals, bilingual payslips and document expiry alerts for staff.
Fixed assets
Classroom equipment, laptops and furniture as fixed assets; run depreciation each month in one click.
VAT and e-invoicing for training centres
Once your device is connected with an OTP from the Fatoora portal, invoices you issue from Aqid ERP go through ZATCA e-invoicing Phase 2: UBL 2.1 XML, a XAdES signature and a QR code. Invoices to companies are cleared; simplified invoices to individual trainees are reported.
The course fees in the examples on this page carry VAT at 15%. If you think any of your services are treated differently, confirm it with your tax adviser before you set them up.
Input VAT on trainer, venue and supplier bills is collected as you post them, and the VAT return is prepared from the books.
Plans for Training centres
Starter
For small businesses that need compliant invoicing
79 / month
- Compliant invoices + QR
- Customers & quotes
- Payroll and WPS file for up to 5 employees
Growth
For teams that want the full books, not only invoices
111 / month
- Everything in Starter
- Full ledger & reports
- Unlimited payroll, inventory and consolidation
Premium
For companies with branches, devices and volume
219 / month
- Everything in Growth
- Branches & devices
- Consolidation & API
Questions
How are prepaid course fees recorded?
The fee goes to deferred revenue when invoiced and is recognised month by month over the course, so revenue follows delivery.
Does Aqid ERP keep student or trainee records?
No. There are no student records, attendance or timetables. Keep your registration system for that; Aqid ERP holds the customer, the invoices and the accounting.
Is Aqid ERP ready for ZATCA e-invoicing Phase 2?
Not listed yet: Aqid ERP's listing in ZATCA's solution-provider directory is in progress. It implements Phase 2 end to end (UBL 2.1 XML, XAdES signature, QR code, clearance for tax invoices and reporting for simplified ones) and is tested against ZATCA's published rules. You connect your device with an OTP from the Fatoora portal.
Does payroll include GOSI and Mudad?
Yes, on every plan. Payroll calculates GOSI, produces the Mudad WPS file and accrues end-of-service. Starter covers up to five employees.
Can trainees pay in monthly instalments?
Yes. Set up a recurring invoice; it is emailed automatically each month, with a payment link once you connect a payment provider, and automatic email reminders follow if it is late.
Can I see which course makes money?
Yes. Tag invoices, trainer bills and expenses to a project for each course and run the profit and loss per project.
Other industries
Healthcare
Professional services
Property & construction
Trade, stock & production
Hospitality & lifestyle
Workforce & operations
Education
Groups of companies
Aqid ERP in Saudi Arabia
Set up for Saudi Arabia's rules from the first day.
- Plans from 79 a month
- ZATCA Phase 2
- VAT 15 %
- GOSI & Mudad WPS
Aqid ERP for Saudi ArabiaPrices in Saudi ArabiaVAT registration in Saudi Arabia: the thresholds, the 30-day deadline and the fineGetting a VAT refund from ZATCA: the credit balance, the request and the bank accountCancelling VAT registration in Saudi Arabia: when you must, when you may, and what follows