Employee expenses and petty cash captured by phone, approved by the right manager and posted with VAT to your Saudi books.
In most Saudi companies receipts arrive as WhatsApp photos, branch managers hold petty cash in a notebook and finance loses input VAT because the invoice was missing or the category was not deductible. Odoo Expenses turns a receipt photo into a draft expense, routes it to the approver and posts it to accounting with the right tax treatment, and Naqlah, Odoo partner in Saudi Arabia, configures categories, VAT codes and the approval hierarchy for Saudi rules.
Each expense line records VAT separately, and categories such as client hospitality in restaurants, entertainment and restricted vehicle costs are flagged non deductible so they never inflate the input tax on your return. Receipts in Arabic or English attach to the expense, the QR code on a simplified tax invoice lets finance confirm the seller's VAT number before approving, and reimbursements are paid in SAR on the payroll calendar. Naqlah links Expenses to Odoo Payroll or to Jisr and ZenHR where payroll runs outside, and the integrations page lists the bank and HR connections available.
Input VAT control per line
Every category carries its deductible or non deductible VAT treatment, so entertainment and vehicle costs are posted correctly without the accountant checking each receipt. The VAT return picks up only what ZATCA allows.
Branch petty cash under control
Each branch custodian receives an advance recorded against their name and settles it with receipts in the app. Finance sees unsettled advances per branch instead of chasing them months later.
Reimbursement on the payslip
Approved claims flow to Payroll as inputs and appear on the payslip and the WPS wages file as allowances. Employees see the amount and the date without asking finance.
1. Receipt photographed in the app
The employee opens the Odoo mobile app, photographs the receipt and the draft expense is created with the amount, vendor and date, in Arabic or English.
2. Manager approves within limits
The claim goes to the line manager, with amounts above a threshold escalating to the department head or finance, all on the phone.
3. Accounting validates VAT and posts
Finance checks the tax line against the receipt, confirms the category is deductible or not, and the entry posts to the ledger and the project's analytic account.
4. Reimbursement paid
Employee paid amounts go to the next payslip or a transfer batch, company card amounts reconcile against the bank statement, and billable items appear on the customer's invoice.
Timelines depend on scope and the number of branches and approvers, and Naqlah gives you a clear roadmap in the first consultation.
| Area | Before | With Odoo via Naqlah |
|---|---|---|
| Receipt capture | Photos on WhatsApp, originals lost | Scanned in the mobile app and attached to the claim |
| Approval | Verbal or by email, no record | Rules by amount and department with a timestamped trail |
| VAT | Lost, or claimed on non deductible items | Recorded per line with the deductible flag |
| Petty cash | Notebook held by the branch manager | Advances and settlements tracked per custodian |
| Reimbursement | Ad hoc cash from the till | Payroll input or bank batch with an audit trail |
| Reporting | None until the auditor asks | By employee, branch, project and category |
Everything else, we cover in a free 30-minute consultation.
Free consultation. Meet the team and get a clear roadmap in one call.
.svg)