The day at its price, the deposit on its receipt, the contract under its number.
Whether your office is exempt from the invoicing mandate today or required to issue invoices, you record the rental days and the deposit in Qoyod, and what a customer has not paid stays on their account.
Accounting software for car rental offices and companies in Jordan starts with the contract: a car for four days at a daily rate, and a deposit you take when you hand over the keys. In a rental office from Amman to Aqaba, the customer pays a deposit at pickup and settles the rest on return, you pay the workshop and the insurer, and your cars stay in service for years. Define the rental in Qoyod as a service at a daily rate, record the deposit as a receipt in the customer’s name, and write the contract number in an additional field on their invoice and receipt.
1. What a car rental office’s numbers are made of
Before you choose accounting software for a car rental office in Jordan, look at where your numbers live today: the rental days and their rates, the deposit taken at pickup, the workshop and insurance bills, and the cars you have bought.
A rental at a daily rate
A customer rents for three days or a month, and the rate is written on the contract sheet.
With Qoyod: define the rental as a service, name its unit “day”, and set its default price.
A deposit at pickup
You take an amount from the customer that stays with you until the car is back, and its number sits in a separate notebook.
With Qoyod: record it as a receipt in the customer’s name, and it shows as “unused” until you allocate it to an invoice.
Workshop and insurance bills
The workshop invoice and the insurance instalment are scattered across the office.
With Qoyod: record them as purchase invoices in each supplier’s name, and see each supplier’s balance and what you have paid.
A fleet that serves for years
You pay for a car once and rent it out for years.
With Qoyod: record it as a fixed asset, and follow its depreciation and book value.
2. A rental contract’s journey through your office
One contract, five stops, one new number on the journey card at each.
Stop 1: You define the rental at a daily rate
Add the rental as a product of the type “service”, with the unit “day”, a default selling price and a revenue account.
Stop 2: The customer pays a deposit at pickup
Record the amount as a standalone receipt in the customer’s name, and write the contract number in an additional field.
Stop 3: The rental invoice is issued
Add the rental as a line with the number of days and the daily rate, and write the same contract number on the invoice.
Stop 4: You allocate the deposit and collect the rest
Allocate the deposit receipt to the invoice, and the invoice shows what the customer still owes. Then follow what you have collected.
Stop 5: It shows in the statement
The contract’s invoice and deposit receipt show in the customer statement, and the invoices still unpaid show in the customer ageing report.
3. Accounting Software for Car Rental Offices and Companies in Jordan: what Qoyod covers in your office
Electronic invoicing and integrated accounting in one system. And here are six more jobs Qoyod covers in your office, from the daily rate to the fleet.
Daily and monthly rentals
Define each rental period as a service with a default selling price and a revenue account, and no purchase price. A service is not stored, so it has no stock balance. You adjust its price on the invoice for each contract.
A deposit on its receipt
Record what the customer pays at pickup as a standalone receipt in their name. It stays unused until you allocate it to an invoice. More in our guide to collecting a credit sale invoice in JoFotara.
The contract number in an additional field
Create an additional text field named “Contract number” for the customer’s invoice and for their receipt, write the same number in both, then filter your documents by that field.
Workshop and insurance bills
Record the workshop invoice and the insurer’s invoice as purchase invoices in each supplier’s name, and follow the balance and what you have paid.
Fleet vehicles as assets
Record each car as a fixed asset under a name you choose, and follow its depreciation and book value.
Each customer’s account
Follow what you have collected and what each customer still owes in the customer statement, and compare customer debts across periods in the ageing report.
4. Car rental offices and the National Invoicing System
Discuss your office’s position with your accountant.
Who must use e-invoicing in Jordan
Whether your office is exempt from the invoicing mandate or required to issue invoices, Qoyod keeps the books for your services, purchases, assets and cash, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. Your accountant shares the decision
If you work with an accountant or an accounting firm, their view on accounting software comes before your decision. The question “is my activity exempt from the invoicing mandate?” belongs with your accountant and the Department. The books belong in Qoyod.
What you see
- The daily and monthly rate on your service list.
- Each customer’s deposit receipt, and whether you allocated it to an invoice.
- What you have collected and what each customer still owes.
- Each workshop’s and insurer’s balance, and what you have paid.
What your accountant reviews
- Sales and purchase invoices and customer receipts.
- Income statement, balance sheet, trial balance and ageing reports.
- Fleet assets, their depreciation and book value.
- Report exports to Excel and PDF.
- If your business must issue invoices: the JoFotara status of each one.
Add your accountant as a user on your account, with the role and permissions you set.
6. Other Qoyod products
Your office’s books run on Qoyod Accounting. For your team there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a rental office with a team in more than one branch.
Qoyod HR is available to businesses in Jordan. The connection to Qoyod Accounting is now available.
- Attendance across all your office branches.
- Leave management.
- Payroll with allowances and advances.
7. Frequently asked questions
Does a car rental office have to issue invoices through the National Invoicing System (JoFotara)?
The e-invoicing mandate covers every seller of goods or provider of services, not only those registered for General Sales Tax, except for activities that the Invoicing Affairs Instructions exempt under set conditions. A seller that is not registered issues an income invoice. Mandatory application has been in force since 1 April 2025, with oversight steadily tightening. Other sectors were added to the list in Article (4) of the Invoicing Affairs Instructions by later amendments, so it is not a closed list. Check the text in force for your activity with the Income and Sales Tax Department.
More detail in our guide to the JoFotara exemption
If a business is not required to issue invoices, does that mean it pays no sales tax?
Not by itself. An exemption from the provisions of the Invoicing Regulation, where one applies, does not on its own exempt anyone from General Sales Tax or income tax, each of which has its own law. Check your tax position with your accountant.
How do I record a rental at a daily or monthly rate in Qoyod?
Add the rental as a product of the type “service”, add a unit of measure named “day”, and set a default selling price and a revenue account, with no purchase price. Add a second service for the monthly rental if you want one. On the sales invoice you enter the number of days as the quantity, and adjust the price when you need to.
How do I record a customer’s deposit, and what do I do with it when the car comes back?
Record the amount as a standalone customer receipt before the invoice exists, and it shows as “unused” until you allocate it to an invoice. After the allocation, the invoice shows what is still due. If you give back an amount the customer paid in advance, record it as a disbursement voucher for the customer.
More in our guide to receipt vouchers and invoices in Jordan
How do I tie a rental invoice and a deposit receipt to one contract?
Open Settings, then Additional fields, and add a text field named “Contract number” for sales invoices. Repeat it for customer receipts, because each type of document has its own fields. Then write the number in every document that belongs to the contract. You can filter documents by that field, and filter the income statement by it. But the field cannot be made mandatory, and additional fields are not available on fixed assets.
Does Qoyod record the rental contract or the availability of cars?
Qoyod is accounting software, and what we show on this page is invoices, receipts, balances, purchases and assets. The rental contract form, the availability of cars and traffic fines are not something we show here, so ask sales what fits your office.
That brings the contract together in one place: the day at its price, the deposit on its receipt, what you have collected and what your customer still owes.
