So you have decided to get a cashier software for shops in Saudi Arabia — or you are seriously considering it — but you are not sure where to begin. The good news is that setting up a modern cashier system is far simpler than most people think. This practical guide walks you through every step, from the initial setup to processing your very first electronic invoice.

Whether you are opening a brand-new store or transitioning from a manual system to a digital one, follow these steps and you will be up and running with confidence in no time.

Before You Start: What You Need

Essential Hardware

Before installing any software, make sure you have the right hardware in place. Here is what you will need:

Must-Have Equipment:

• Computer or Tablet: This is the main device that runs your cashier software. It can be a desktop computer, laptop, or tablet depending on the software you choose and your store layout.
• Thermal Receipt Printer: For printing invoices and receipts for customers. Thermal printers are fast, quiet, and cost-effective since they do not require ink cartridges.
• Internet Connection: Essential for cloud-based systems and for issuing ZATCA-compliant electronic invoices.
Recommended Additional Equipment:
• Barcode Scanner: Dramatically speeds up the checkout process. Instead of searching for products manually, scan the barcode and the item appears instantly.
• Cash Drawer: Keeps banknotes and coins organized. Connects to the receipt printer and opens automatically with each cash transaction.
• Mada Payment Terminal: For accepting card payments. Contact your bank to obtain a compatible terminal.
• Customer Display Screen: Shows purchase details and prices to the customer during checkout.

Software Requirements

• An account with a ZATCA-compliant cloud cashier software
• A modern web browser (Google Chrome or Microsoft Edge recommended)
• Your commercial registration number and VAT registration number

Step 1: Create Your Account and Configure Business Information

Registering for the Software

Start by visiting the software provider's website and creating a new account. You will typically need:

• Your full name and mobile number
• Email address and a strong password
• Your business name

After registration, you will land on the main dashboard where the setup process begins.

Entering Business Details

This step is critical because your business information will appear on every invoice you issue. Enter the following details accurately:

• Business name in both Arabic and English
• Commercial registration number
• VAT number (the 15-digit number issued by ZATCA)
• Full business address (city, district, street, postal code)
• Contact phone number and email
• Business logo for branding your invoices

Make sure all information matches exactly what is registered with ZATCA to avoid compliance issues.

Step 2: Configure Taxes and Payment Methods

Setting Up Value Added Tax (VAT)

In Saudi Arabia, the VAT rate is 15%. Configure it in your system as follows:

• Navigate to the tax settings section
• Create a tax group named "Value Added Tax" or the Arabic equivalent
• Set the rate to 15%
• Choose whether your product prices are inclusive or exclusive of tax
• Enable tax display on invoices
Important tip: If the prices displayed in your shop include VAT (which is the common practice in Saudi retail), select "Tax Inclusive Pricing" so the system automatically calculates the tax component from the total price.

Setting Up Payment Methods

Create entries for each payment method you accept:

• Cash: Payment with banknotes and coins
• Mada: Local debit card network payments
• Visa / Mastercard: International credit card payments
• Bank Transfer: For large or wholesale transactions
• Digital Wallets: Such as STC Pay or Apple Pay

Having all payment methods properly configured ensures accurate financial reporting and reconciliation.

Step 3: Add Your Products to the System

Creating Product Categories

Before adding individual products, set up logical categories that help organize your inventory. For example, a grocery store might use:

• Beverages
• Food items
• Cleaning supplies
• Personal care
• Snacks and confectionery

Well-structured categories make it faster to find products during checkout and produce more meaningful sales reports.

Adding Products

For each product, enter the following information:

• Product name — clear and concise
• Barcode number (SKU) — scan it directly with your barcode reader
• Category the product belongs to
• Purchase price (cost) for profit margin calculations
• Selling price for customers
• Current stock quantity
• Reorder level (the quantity at which the system alerts you to restock)
Time-saving tip: If you have a large number of products, use the bulk import feature via an Excel file. Most cashier software provides a downloadable template that you can fill out and upload all at once, saving hours of manual entry.

Setting Up Barcodes

If some of your products do not have manufacturer barcodes (such as locally made items or manually packaged goods), you can generate internal barcodes through the software and print them on adhesive labels to attach to the products.

Step 4: Prepare Your Point of Sale Station

Connecting Hardware

Now it is time to connect everything together:

• Connect the thermal printer to your computer via USB or network connection
• Plug in the barcode scanner (most are plug-and-play via USB)
• Connect the cash drawer to the thermal printer (it typically operates through the printer's port)
• Test each device to confirm everything works properly

Configuring Print Settings

Go to the print settings in your software and configure:

• Receipt paper size (typically 80mm or 58mm width)
• Information displayed on receipts (logo, business details, thank-you message)
• Number of copies printed per invoice
• QR Code printing on invoices (mandatory for ZATCA compliance)
Print a test invoice and verify that all information appears correctly and is clearly legible.

Step 5: Add Users and Set Permissions

Creating Employee Accounts

For each team member who will use the cashier system, create a separate account with:

• A unique username
• A personal password
• An assigned role (cashier, supervisor, manager)

Defining Role Permissions

This step is essential for protecting your financial data. Assign clear permissions to each role:

• Cashier: Can process sales and print invoices only
• Supervisor: Can process sales, handle returns, and view sales reports
• Manager: Full access including financial reports, inventory management, and price modifications

This separation of duties prevents unauthorized changes and ensures complete transparency in daily operations.

Step 6: Train Your Team

Hands-On Training

Theoretical explanations are not enough. Have each employee perform practice transactions themselves:

• Opening the point of sale and logging in
• Adding products to an invoice (both by barcode scanning and manual search)
• Applying discounts to individual items or the entire invoice
• Accepting different payment methods (cash, card, split payment)
• Printing the invoice and handing it to the customer
• Processing a return or refund
• Closing the register at the end of a shift

Handling Unexpected Situations

Train your team on what to do when things go wrong:

• What to do if the internet disconnects during a transaction
• How to handle a pricing error after a sale is completed
• Who to contact when they encounter a technical issue
• How to report a cash drawer discrepancy

Having clear procedures for these scenarios prevents panic and ensures smooth operations even when problems arise.

Step 7: Activate Electronic Invoicing

Connecting to the ZATCA Fatoorah Platform

To issue compliant electronic invoices, you will need to:

• Log in to the ZATCA portal (zatca.gov.sa)
• Register your point of sale device
• Obtain your digital compliance certificate
• Enter the integration credentials into your cashier software
• Run a test to verify the connection is successful

Quality cashier software like DAQIQ provides direct assistance with this process, so you do not need any technical expertise to get it done.

Verifying Invoice Correctness

After activating the integration, issue a test invoice and verify:

• The QR code contains all required data fields
• Your VAT number appears correctly
• VAT is calculated accurately
• Each invoice has a unique sequential number
• The invoice format meets ZATCA specifications

Step 8: Launch Day and Ongoing Management

Your First Day Live

On your first actual business day with the new system:

• Confirm all devices are functioning normally before opening
• Be present to support your team if they encounter any difficulties
• Review the first few invoices to ensure accuracy
• Keep the technical support number visible and accessible

Establishing Ongoing Routines

After launch, build these habits into your business routine:

• Daily: Review the daily sales report and reconcile the cash drawer against the system total
• Weekly: Analyze best-selling and slow-moving products, check inventory levels
• Monthly: Review profit and loss reports, prepare tax documentation, evaluate overall business performance

These regular check-ins help you catch issues early and make data-driven decisions that improve your bottom line.

Common Setup Mistakes to Avoid

Rushing Through Product Entry

Taking shortcuts when adding products — such as skipping purchase prices or not setting reorder levels — undermines the system's value. Invest the time upfront to enter complete, accurate product data. The reports and insights you get back will be worth every minute.

Skipping Employee Training

A system is only as good as the people using it. Untrained staff will make errors, slow down checkout lines, and get frustrated. Proper training turns your cashier system from a source of stress into a productivity tool.

Not Testing Before Going Live

Always run a full day of test transactions before serving real customers. This gives you a chance to catch configuration errors, hardware issues, or workflow problems in a low-pressure environment.

Ignoring Backup Procedures

Even with cloud-based systems, understand how your data is backed up and what happens if something goes wrong. Know how to export your data and who to contact for recovery.

Conclusion

Setting up a cashier system for your shop does not have to be complicated or intimidating. By following these eight straightforward steps — from hardware setup to employee training to ZATCA compliance — you can transition from manual processes to a professional digital system in a single day. The key is choosing cashier software for shops in Saudi Arabia that is easy to set up and backed by responsive support.

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Get Started with DAQIQ in Minutes

DAQIQ was designed to be the easiest cashier software to set up. Create your account, add your products, and start selling — all in under an hour. Sign Up for Free at daqiq.cloud

Our support team is ready to guide you through every step of the setup process. No technical expertise required — just get started and DAQIQ will take care of the rest.