One car. Every number that matters: its code, its real cost, the deposit and the margin.
What did you actually make on the car you handed over yesterday? Good accounting software for car dealers answers that first. In Qoyod, each car is its own product with its own code. With inventory and purchase invoices on the Pro plan and above, its cost and margin stand on their own instead of vanishing into the month’s totals.
No credit card required
Own product
Partially paid
1. A day in your showroom: where the numbers go
Between WhatsApp chats, a notebook and an Excel file, one car’s numbers end up in three places. That is where car dealership accounting starts to slip.
The deposit lives on paper
It sits on a paper receipt or in a chat.
With Qoyod: a customer receipt before the invoice, deducted from it at delivery.
One car, three documents
Purchase price on one invoice, shipping on another, customs in a third file.
With Qoyod: one actual cost on the purchase invoice, shipping and customs included.
Who sold this car?
At month end you total each salesperson’s sales by hand.
With Qoyod: record the salesperson in an invoice additional field and filter the income statement by salesperson.
The month closes. The margin per car is still a guess.
You see total profit, not which cars made it.
With Qoyod: the product cost and profit-margin report shows each car’s margin, because each car is its own product.
2. One car’s journey, from first enquiry to the keys
Follow one car through five stops. From the moment it arrives, each stop adds a number to its tag.
Stop 1: First enquiry
The lead moves across a kanban board in Qoyod CRM up to the quotation, which can be split into payment instalments.
Stop 2: The car arrives
Set up the car in Qoyod as its own product with its own code, and record the chassis number, model and colour in the product’s additional fields.
Stop 3: Its real cost
Enter the car’s actual cost on its purchase invoice, including shipping and customs. You enter the figure yourself.
Stop 4: Deposit, then invoice
Record the deposit as a customer receipt before the invoice exists, then allocate it to the sales invoice at delivery so it is deducted from the total. Qoyod then handles the invoice’s link with the Zakat, Tax and Customs Authority (ZATCA).
Stop 5: Its margin
The product cost and profit-margin report shows the car’s margin, calculated from its actual purchase invoice.
Purchase invoices, inventory, stock counts and transfers need the Pro plan or above. Each plan’s scope differs and some capabilities need a higher plan, so check the fit with sales.
3. Accounting software for car dealers: what Qoyod covers around the car
Branches, banks and currencies surround every car, so car showroom software that only sees sales falls short.
Every showroom or yard as a location
Add showrooms and yards as locations, move cars between them and set user access by location.
Every branch as a cost centre
Branches with the same activity and chart of accounts become cost centres through Projects, each with its own income statement.
What each buyer still owes
Record partial payments, then follow each buyer’s balance in the customer statement and the receivables ageing report, compared by week or month.
Bank finance and reconciliation
A bank paying for a financed car is an ordinary receipt on the invoice. Smart bank matching pairs bank transactions with your entries, and select Saudi banks connect directly for statement import.
Imported cars, other currencies
Buy in US dollars or another currency, at exchange rates you maintain.
Your stock list from Excel
Import your cars as products from one Excel file.
Each plan’s scope differs and some capabilities need a higher plan, so check the fit with sales.
4. Three Qoyod products for your showroom
Beside Qoyod Accounting sit two standalone products, Qoyod CRM for the buyer and Qoyod HR for your team, each with its own subscription.
Qoyod CRM
For the buyer who asks today and decides weeks later: from first enquiry to quotation.
- Leads and opportunities on one kanban board.
- Quotations with payment instalments and VAT, using Qoyod catalogue items.
- Works standalone or connected to Qoyod, syncing customers, products and invoices.
Qoyod HR
For your team across every branch: payroll, attendance and documents.
A Saudi HR system. The connection to Qoyod Accounting is now available.
- Payroll with earnings, allowances, deductions and advances; the WPS file comes ready from the run.
- Attendance across showroom branches, with late hours and overtime carried into payroll.
- Documents such as iqamas and contracts, each with an expiry date and an alert before it.
5. The car sale invoice and e-invoicing
Car sale invoice: individual buyer or company?
The buyer decides the invoice type, not the car.
- Individual buyer: a simplified tax invoice, handed over immediately and reported to ZATCA within 24 hours of issue.
- Company or government buyer: a standard tax invoice, cleared by ZATCA before it reaches the buyer.
Qoyod calculates VAT on invoices automatically, and the standard rate in Saudi Arabia is 15%. At period end, the VAT return form report pulls the figures from your invoices; you file the return yourself on the ZATCA portal.
6. Frequently asked questions
Can I record a chassis number for each car in Qoyod?
Yes. Make each car its own product with its own code, and put the chassis number, model and colour in its additional fields (text, up to 5). Qoyod does not track serial numbers for several units under one product. Inventory is on the Pro plan and above.
How do I record a deposit before the invoice?
Record it as a customer receipt. It stays unused until you allocate it to the sales invoice at delivery, deducting it from the total. A saved receipt cannot be edited.
Can Qoyod handle selling cars in instalments?
Qoyod Accounting records partial payments on the car’s invoice and shows what the buyer still owes in the customer statement and the receivables ageing report. Quotations with payment instalments are in Qoyod CRM, a separate subscription.
Does Qoyod calculate salespeople’s commissions?
No. Put the salesperson in an invoice additional field, pull their sales from the income statement and work out the commission manually. Invoice additional fields are on the Pro plan and above.
Which invoice do I issue to an individual buyer, and which to a company?
An individual gets a simplified tax invoice, reported to ZATCA within 24 hours of issue. A company or government buyer gets a standard tax invoice, cleared by ZATCA before it reaches the buyer. ZATCA Phase 2 integration is available on the Pro plan and above.
I run several showrooms and yards. Does dealership accounting software like Qoyod cover that?
Yes, each one becomes a location. The Basic plan includes one, Pro includes 3 and Advanced includes 5, and extra locations are a paid add-on. Moving cars between locations needs the Pro plan or above.
That completes the car’s tag: code, cost, deposit, invoice and margin. Yesterday’s question, answered.
