POS + Accounting Setup for Cafés (KSA ZATCA compliant)
Running a café in Saudi Arabia today means delivering fast service, tight inventory control, accurate accounting and—critically—compliance with ZATCA (the Zakat, Tax and Customs Authority) e-invoicing rules. At EUSOL we specialise in end-to-end POS + Accounting setups tailored for cafés and coffee shops: hardware, software, ZATCA e-invoice integration (Fatoora), inventory & menu management, staff training and ongoing support. Below is an in-depth guide to what we offer, why our approach is the best for cafés in KSA, and how we implement a full, ZATCA-compliant solution that makes your daily operations easier and safer.
What we offer — Complete POS + Accounting packages for cafés
1. Café-specific POS software
Our software includes café-centric features—rapid item selection, modifiers (milk type, sizes, extras), combo discounts, timed promotions, and short-cut buttons for rush hours. It supports multi-outlet setups (if you plan to expand), split bills, gift cards and loyalty programs to boost repeat customers.
2. ZATCA e-Invoicing (Fatoora) integration
We configure your POS to generate ZATCA-compliant electronic invoices and/or receipts and—when required—integrate with the Fatoora platform (Phase 2 integration where applicable). That includes creating tamper-proof e-invoices, including required data fields, secure storage and (where applicable) real-time submission/clearance. See ZATCA’s official e-invoicing guidelines for full technical details. :contentReference[oaicite:0]{index=0}
3. Accounting & bookkeeping integration
We integrate the POS with mainstream accounting systems (or your cloud accounting) so sales, tax, VAT, discounts and payments flow automatically into ledgers—reducing manual work and human errors. Custom mappings for chart of accounts, VAT codes and reconciliation rules are included so your accountant gets clean, audit-ready books every month.
4. Inventory & recipe costing
Accurate portioning and recipe tracking mean you know item margins and waste. Our setups allow you to manage stock by ingredient (coffee beans, milk, syrups, pastries) and set reorder alerts so you never run out of your best-selling latte.
5. Reporting, analytics & KPIs
Powerful daily and weekly dashboards show sales by item, busiest hours, staff performance, VAT collected, and item-level profitability. These reports help make quick decisions—staffing, promotions, supplier choices and menu changes—based on real data, not guesswork.
Why ZATCA compliance matters (short primer)
ZATCA introduced mandatory e-invoicing (Fatoora) in phases. Phase 1 (the “generation” phase) required taxpayers to generate and securely store electronic invoices; Phase 2 (the “integration” phase) moved toward direct system integration and clearance/verification by ZATCA for certain taxpayers and waves. Meeting these requirements is not optional for VAT-applicable businesses—non-compliance exposes you to fines, VAT audit risk and operational interruptions. For authoritative, up-to-date technical rules and the official rollout schedule see ZATCA’s e-invoicing pages and implementation guideline. :contentReference[oaicite:2]{index=2}
Summary of the most important points cafés must know:
- All VAT-registered entities must generate and store electronic invoices per ZATCA rules (Phase 1). :contentReference[oaicite:3]{index=3}
- Phase 2 requires integration with ZATCA’s Fatoora platform for certain waves/groups of taxpayers; many businesses have been onboarded in waves. Staying current with your wave’s deadline is essential. :contentReference[oaicite:4]{index=4}
- Your POS must include the required invoice data, tamper-proofing (e.g., QR/TLV codes where mandated), secure storage and the ability to export audit packages for tax authorities. :contentReference[oaicite:5]{index=5}
Why EUSOL is the best partner for cafés in KSA
Ten years of focused experience
With a decade of delivering POS and accounting integrations across retail and hospitality, we know café workflows, peak-hour constraints, stock challenges and staff training needs. We’ve implemented dozens of café systems end-to-end—from single-site independents to multi-outlet franchises—so we can anticipate challenges and deliver practical, tested solutions.
Local compliance + technical expertise
We pair engineers who understand POS, cloud accounting and network reliability with tax & compliance specialists who follow ZATCA updates and waves. That means your solution isn’t just feature-rich—it’s built to pass ZATCA checks and to adapt quickly as ZATCA issues new waves or clarifications. For the official technical and legal expectations, we follow ZATCA resources and the published technical guideline. :contentReference[oaicite:6]{index=6}
Better in the market: tailored cafés workflows
Unlike generic retail POS suppliers, our café builds focus on speed of sale, kitchen routing, modified items, combo pricing, and speedy table turnover. We design UI layouts that baristas love (big buttons for high-volume items, quick modifiers, and fast tendering) and backend processes that accountants love (clean VAT posting, audit logs and automated reconciliation).
Security, backups & data retention
We configure secure backups and retention policies that meet ZATCA’s requirements for e-document storage. Data at rest and in transit is encrypted, and we provide options for on-site encrypted backup or secure cloud archiving—whatever fits your security policy and budget.
How we implement — simple, staged, low-risk rollout
Phase A — Discovery & compliance check (1–2 weeks)
- We audit your current billing, VAT registration, accounting chart of accounts and hardware.
- We verify whether your business falls into an active ZATCA Phase 2 wave (and timeline) and note any special obligations. (We use ZATCA official lists and wave announcements to determine deadlines.) :contentReference[oaicite:8]{index=8}
- We recommend an ideal package (hardware + software + integrations) and produce a fixed quote and timeline.
Phase B — Build & integration (2–4 weeks)
- POS configuration for menus, modifiers, prices, taxes and printers.
- Accounting mapping and test integrations with your accounting system (chart of accounts, VAT postings, payment codes).
- ZATCA-ready invoice templates, QR/TLV generation (if required) and secure archive setup.
Phase C — Pilot & staff training (1 week)
- We run a pilot shift, monitor transactions, adjust UI and product configuration to match barista speed.
- On-site or remote training for managers and staff; quick reference cards and video tutorials are provided.
Phase D — Go-live & support (ongoing)
- Go-live support for the opening week and 30 days of hypercare to fix any issues quickly.
- Optional managed service: monthly system health checks, ZATCA compliance checks, backups and software updates.
Typical packages for cafés (examples)
Starter — For single small cafés
Tablet POS + cloud POS subscription with basic accounting export, daily sales reports, QR receipts, automated backups and 1 month of support. Ideal for single-site cafés with light inventory.
Pro — For busy cafés & small chains
Counter POS, second tablet for orders, kitchen printer, integrated card terminal, full accounting sync, inventory & recipe costing, staff logins & permission levels, ZATCA e-invoice generation and 3 months onboarding support.
Enterprise — Multi-outlet & franchise
Multi-outlet cloud master, centralised menu & pricing control, advanced inventory replenishment rules, central accounting & consolidation, custom reporting, SLAs for uptime and direct Fatoora integration/on-prem gateway if required.
Pricing approach & ROI
We price transparently: hardware costs + implementation fee + monthly subscription/support. Typical payback for cafés comes from reduced shrinkage (better inventory control), faster checkout (more sales per hour), less manual accounting time (fewer bookkeeping hours) and better upsell conversion through loyalty features. We provide a clear ROI sheet during discovery so you can see expected savings vs cost.
Frequently asked questions (short)
Q — Do I need to integrate with ZATCA right away?
A — Phase 1 generation and storage requirements already apply broadly; Phase 2 integration deadlines depend on your ZATCA wave. We check your wave status and ensure your POS is ready for the exact stage you fall into. :contentReference[oaicite:9]{index=9}
Q — Will this work offline?
A — Yes. POS terminals can operate offline and sync transactions when connectivity returns. However, Phase 2 direct submission will require connectivity for clearance in real time for some taxpayers; we design for both offline operation and reliable integration when online.
Q — Can you integrate with my accountant or ERP?
A — Yes. We integrate with most cloud accounting systems and many on-prem ERP solutions. If you have a custom or in-house system, we provide API-based connectors or CSV templates for automated posting.
Legal & compliance notes (short)
We follow ZATCA’s published e-invoicing technical requirements and detailed implementation guideline and will supply documentation required for ZATCA onboarding. For authoritative specifications, please refer to ZATCA’s e-invoicing pages and the detailed technical guideline. :contentReference[oaicite:10]{index=10}
How to start — contact & next steps
Ready to get a café POS that saves time, eliminates accounting headaches and keeps you ZATCA-compliant? Here’s how to contact us:
- Website: https://eusol.net
- Email: info@eusol.net
- Book a demo: Visit https://eusol.net/contact and pick a convenient time — we’ll prepare a demo using your menu and sample data.
Saudi Arabia: +966 530539838
Pakistan: +92 311 4122666
Maldives: +960 7793404
We’re local partners for cafés across the Kingdom — our team will help you choose the right hardware, map VAT postings for your accountant and ensure a smooth ZATCA onboarding.
