A shop accounts template keeps your daily ledger (sales, purchases, expenses and collections) and your item list with quantities in one file, and works out the month's profit, cash balance and what customers owe. Record entries in the Shop accounts book tab, then open Monthly profit for the owner's summary and Customer statement for anyone who buys on credit.
Gross profit = sales before VAT − (opening stock + purchases before VAT − closing stock). In the supermarket example, gross profit is SAR 24,952.48, a 22% margin, and after SAR 19,950.00 of expenses the approximate net profit is SAR 5,002.48.
Why your shop needs organised accounts
The cash in the till at closing time does not tell you the profit: purchases leave it before the goods are sold, credit sales count as profit before the money arrives, and the owner's drawings reduce the cash but not the profit. Record sales and expenses in one ledger and count the shelves at month end, and the real profit appears, along with which items run out and which sit still. Scattered notebooks drop a bill here and an expense there, so a losing month looks profitable.
- Start the ledger with an Opening balance row for the cash and bank at the start of the month.
- Record purchases and expenses on the day you pay them, credit sales under the customer's name, and each repayment as a Collection under the same name.
- In the Items and stock sheet, enter each item's quantity at the start of the month, then count the shelves at month end and enter what is left.
- Read gross and net profit on the cards above the table, and download the profit summary as a PDF or the full file in Excel.
Supermarket and grocery accounts template
Groceries and supermarkets carry many low-priced items at margins around 20%. A day's sales take two minutes to record: one Cash sale row with the drawer total and one Card sale row with the mada terminal's end-of-day total. The items sheet is a free supermarket item list in Excel: item, cost, price, and quantity at the start and end of the month, giving stock value and each item's margin. Barcodes and reorder levels sit in advanced mode.
Mobile phone and electronics shop accounts template
In the Mobile phone shop example the margin column shows the difference: a 128 GB phone costs SAR 780 and sells for SAR 999 including VAT, a 10.2% margin on the pre-VAT price, while a charger costing SAR 28 and selling for SAR 59 earns 45.4%. Phones go in the items sheet by model and quantity; write each device's IMEI and warranty end date in the description of its sales row in the ledger, so you can find them when the customer comes back. The Computer shop example has more credit sales to companies and schools, and the Customer statement tab collects each customer's entries and balance due.
Common mistakes in shop accounts
- Treating all purchases as the month's cost, when part of them is still on the shelf.
- Mixing the owner's drawings with shop expenses, which makes profit look lower than it is.
- Calculating profit from sales that include VAT.
- Recording a credit sale as if cash came into the till.
Regulatory notes
VAT registration in Saudi Arabia is mandatory once annual supplies exceed SAR 375,000 and voluntary from SAR 187,500, according to the Zakat, Tax and Customs Authority. The file uses a 15% VAT rate under the VAT Law, and you can change it; check the rate that applies. Profit in this file is an approximation for the owner, and a registered shop issues its invoices from a compliant e-invoicing solution.
Where Excel stops and a cashier system starts
The file works for one shop whose owner records the entries, but with several tills, hundreds of items and figures copied by hand from receipts, errors pile up, and a spreadsheet cannot issue e-invoices. Microtec builds O-Green, a cashier and point-of-sale system for retail shops, supermarkets and pharmacies in Saudi Arabia.
Shop accounts FAQ
Is the shop accounts template free?
Yes, with no account. We ask for your name, email and mobile once before your first download, then you get the Excel file with its formulas, or a blank file with the same columns.
Does the template handle VAT?
Yes. In the settings you set whether the shop is VAT-registered and the rate, so VAT is taken out of sales and purchases before profit is calculated, and each item's margin is shown on its pre-VAT price.
How do I start with stock in the first month?
Count the shelves before the first day you record, and enter each item's quantity under Opening qty with its pre-VAT cost. If the list is long, start with the highest-value items and add the rest next month.
Can I download free invoicing software for shops here?
No. This page is a bookkeeping file in Excel, not invoicing software. A VAT-registered shop issues its invoices from an e-invoicing solution that meets the Zakat, Tax and Customs Authority rules.
Can this file replace shop accounting software?
For a single shop with few entries recorded by the owner, yes. With several branches or tills, or once you need e-invoices, you need software that records each sale as it happens.