Glass, profiles and installation as lines on one invoice, and the deposit as a receipt from the day of the order.
A window for a home or a shopfront, measured in square metres and linear metres, on one sales invoice.
Aluminum and Glass Accounting in Saudi Arabia starts with an invoice that holds what you measured and what you installed. In a workshop in Riyadh, Jeddah or Dammam, a client orders windows, your technician measures, and the client pays a deposit with the order and the rest after installation. In Qoyod, add the glass and the profiles as products with their unit of measure, and fabrication and installation as a “Service” product, put them on one sales invoice, and record the deposit as a customer receipt first.
1. From measuring to installing: where do an aluminum workshop’s figures slip away?
Before you choose accounting software for an aluminum and glass workshop, follow what one order leaves behind: measurements on the technician’s sheet, a deposit written by hand, glass sheets nobody has counted, and a supplier’s invoice in the office drawer.
Measurements on the technician’s sheet
The technician writes down each window’s width and height, the office works out the price by hand, and nothing of that calculation reaches the books.
With Qoyod: make the glass and the profiles products, each with its unit of measure, make the installation a service, and put them all as lines on one sales invoice.
A deposit in the order book
The client pays a deposit so fabrication can start, someone writes it beside their name in the order book, and then has to find it again on installation day.
With Qoyod: record it as a receipt in the client’s name; it stays Unused until you apply it to their invoice.
Glass sheets with no balance
You buy glass sheets and profile lengths in bulk, and after each order you do not know how many are left in the store.
With Qoyod: set them up as stored products, depending on your subscription, so their balance grows with each purchase invoice.
The supplier’s invoice in the drawer
The glass supplier sends an invoice on credit, and it sits in the drawer until they call to ask for their money.
With Qoyod: record it as a purchase invoice in their name and follow what you owe them on their statement, depending on your subscription.
2. An order for windows in your books: from the measurements to the installation
Follow one order for the windows of a villa in Riyadh through five stops; the journey card beside them keeps the amount from each one.
Stop 1: The client asks for a quotation after the measurements
From the measurements, prepare, depending on your subscription, a quotation with the glass, the profiles and the installation and its expiry date, and turn it into a sales invoice once it is approved.
Stop 2: The client pays the deposit with the order
Record it as a receipt in the client’s name; its status is Unused because no invoice holds it yet.
Stop 3: The glass arrives from the supplier
Record the purchase invoice in the glass supplier’s name, depending on your subscription, so the sheets’ balance in stock grows and what you owe them shows.
Stop 4: After installation, the invoice goes out
Raise the sales invoice with the glass, the profiles and the installation, in the quantities you actually installed.
Stop 5: The deposit is applied to the invoice
On the invoice, press Pay and choose the deposit receipt; the invoice becomes Partially paid, and the receipt becomes Used because you applied its whole value.
The scope of each plan differs, and some capabilities on this page need a higher plan, so check what fits your workshop with our sales team.
3. Aluminum and Glass Accounting in Saudi Arabia: what Qoyod covers in your workshop
Between the first measurement and the last receipt, a lot of accounting passes through the workshop. Here are six tasks Qoyod covers there.
By the square metre and the linear metre
Set up the glass as a product whose unit of measure is the square metre and the profiles as a product whose unit is the linear metre; if a unit is missing from the list, add it with “+”. Set up fabrication and installation as a “Service” product: it is not stored and not bought, and it has a default selling price, a revenue account, a tax and a unit of measure you choose. Then put all the lines on one sales invoice, enter each line’s quantity in its unit, and edit the unit price on the invoice if you need to.
A quotation from the measurements
Once the measurements are taken, prepare for the client, depending on your subscription, a quotation with the order’s lines and its expiry date, and send it or download it as a PDF. Once it is approved, you turn it into a sales invoice and its status becomes Invoiced. Qoyod does not support a price list per customer, so if you agree a different price per metre with a contractor, edit the unit price on the invoice line. For a paper version there is our price quote template.
The deposit before fabrication
The deposit a client pays with the order is recorded as a receipt in their name, and it stays Unused while no invoice holds it. When the installation is done, you open the invoice, press Pay and choose that receipt; the invoice becomes Partially paid, and the receipt becomes Used if you applied its whole value. Whatever the client pays after that goes on a new receipt.
Glass and profiles in stock
Set up the sheets and profiles you keep in the store as stored products, depending on your subscription, so their balance in inventory grows when you record a purchase invoice from the supplier and falls when you sell them on a sales invoice. The product cost and margin report shows each one’s available quantity and average unit cost, and it needs purchases and stock switched on, depending on your subscription.
The glass supplier’s statement
Record the purchase invoice in the glass or profile supplier’s name, depending on your subscription, and pay what you owe in full or in parts from Supplier vouchers, depending on your subscription. Follow your payables on each supplier’s statement, and what is left for your suppliers in the supplier ageing report, depending on your subscription.
A contractor who buys facades on credit
A building contractor who buys facades on credit has a credit invoice that stays open until they pay. Follow what they owe in the customer statement report, and compare your receivables from one period to another in the customer ageing report, depending on your subscription.
4. Aluminum and glass invoices and the Zakat, Tax and Customs Authority
A homeowner or a contractor?
As a rule, the type of invoice follows the type of client.
- For a homeowner fitting windows: a simplified tax invoice that you hand over to them, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a contractor, a company or a government body: Qoyod issues a tax invoice that the Authority clears first, before it reaches the client, and Phase 2 linkage with the Authority is available depending on your subscription.
The tax on each line
Each product and service carries a default tax that you pick from the taxes set up in your business; it shows on the invoice line, and you can change it there. In the Kingdom, the standard VAT rate is 15%. At the end of the period the VAT return form report gathers your invoice figures, and you file the return yourself on the Authority’s portal.
Phase 2 linkage with the Authority is available depending on your subscription, so ask sales about it.
5. You move between the workshop and the sites, your accountant stays with the books
If your workshop works with an accountant or an accounting firm, they read in Qoyod the same figures you follow, and each of you looks for something different in them.
What you follow
- The quotations you sent and the status of each, depending on your subscription.
- Each client’s deposit, and what is left on the customer statement.
- The balance of glass sheets and profile lengths in stock, depending on your subscription.
- What you owe each glass or profile supplier, depending on your subscription.
What your accountant reviews
- Sales invoices and customer receipts, and purchase invoices depending on your subscription.
- The income statement, balance sheet and trial balance, and customer and supplier ageing depending on your subscription.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Your accountant joins as a user with the role and permissions you choose, within the number of users your subscription allows.
6. Other Qoyod products
You keep the workshop’s books in Qoyod Accounting. For your technicians and installation crews there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For an aluminum and glass workshop with technicians and installers in more than one branch.
Qoyod HR is a Saudi HR system, and the connection to Qoyod Accounting is now available.
- Payroll with earnings, allowances, deductions and advances, and the WPS file ready from the payroll run itself.
- Attendance across your branches, with late hours and overtime carried into the payroll.
- Every document in the employee file, such as the iqama and the contract, with its expiry date and an alert before it.
7. Frequently asked questions
Which invoice do I issue to a homeowner, and which to a contractor or a company?
If the client is an individual fitting windows in their home, issue a simplified tax invoice, which in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription. As a rule, a contractor, a company or a government body gets a tax invoice that the Authority clears first, before it reaches them; Phase 2 linkage with the Authority is available depending on your subscription.
How do I put the glass, the profiles and the installation on one invoice?
In Products and costs, press Create products and costs, add the glass as a product in square metres and the profiles as a product in linear metres, and add the unit with “+” if you cannot find it. Then add fabrication and installation as a “Service” product with a default selling price, a revenue account and a tax. On the sales invoice, pick the first line, fill in the others with Add more, and enter on each line the quantity you measured.
How do I record the deposit a client pays with the order?
From Sales, open Customer receipts, press Create customer receipt, choose the client and enter the amount. Because it is not applied to an invoice yet, its status is Unused. After installation, open their invoice, press Pay and choose that receipt to settle part of it.
Can I set a special price per metre for each contractor?
No. Qoyod does not support a price list per customer, nor linking a customer to a special price. The alternative is to edit the unit price yourself on the invoice line, or on the quotation line depending on your subscription.
Can I set up a window I repeat at a fixed size as a single product?
Yes, depending on your subscription, so ask sales about it: set it up as a composite product made of the profiles, the glass and the fittings, with the quantity of each. If you make the composite product non-stored, depending on your subscription, Qoyod deducts its components’ quantities from stock when you sell it, provided they are available. If you make it stored, you create a manufacturing order for the quantity, depending on your subscription: when the process starts, the components’ value moves to the temporary manufacturing account, and when it is completed, it moves to the product.
Does Qoyod work out cutting sizes and glass quantities for each window?
Qoyod is accounting software, and what this page shows is sales invoices, customer receipts and client balances, plus quotations, stored products, suppliers and purchase invoices depending on your subscription. Working out cutting sizes and glass quantities for each window, and sending installation crews to sites, are not shown here.
That is how an order’s accounts come together in one place: the glass, the profiles and the installation on its invoice, and the client’s deposit on its receipt.
