Every car gets its invoice, and every amount its place: the cash box or the bank.
Whether the customer pays in cash or by card, you record what you collected with a receipt in the account it reached.
Accounting Software for Car Washes in Saudi Arabia starts with a small invoice that repeats dozens of times a day. At a car wash in Riyadh, Jeddah or Dammam, one car comes in for an exterior wash and another for interior cleaning, and one customer pays in cash while the next pays by card. Set up each wash type in Qoyod as a service with its price, issue a sales invoice for every car, and record what the customer paid with a receipt into the cash box or the bank account.
1. Where do a car wash’s numbers go missing on a busy day?
Before you choose accounting software for a car wash, look at a busy day there: cars coming in and out all day long, cash and card money in one figure at night, a company that sends its cars and pays at the end of the month, and supplies you buy every week without knowing where their cost went.
A handwritten notebook
You write every car in a notebook, and at the end of the day the total does not match what is in the drawer.
With Qoyod: issue a sales invoice for every car, and choose Save, approve and create new to start the next car’s invoice.
Cash and card in one figure
One customer pays in cash and the next by card, and both end up in one figure, so you cannot tell how much is in the drawer and how much is in the bank.
With Qoyod: record each payment with a receipt in its own account: the cash box for cash, and the bank account for card payments.
A company’s cars on credit
A rental company or a delivery fleet sends its cars all month and waits for a statement of what it owes before it pays.
With Qoyod: issue it credit sales invoices in its name, and follow its balance in the customer statement.
Supplies you buy every week
Shampoo, wax and towels arrive every week, and their suppliers’ invoices sit in another drawer.
With Qoyod: set them up as an “Expense” product that you record on the supplier’s purchase invoice, depending on your subscription.
2. A day at your car wash: from the first car to the cash box statement
Follow one day at the car wash in five stops, each adding one line to the journey card.
Stop 1: You set up your wash types
Add each wash type as a product of the “Service” type with a default selling price, such as an exterior wash and interior cleaning. A service is not stored and not purchased, so it needs no purchase price.
Stop 2: The first car arrives
Add the exterior wash and the interior cleaning as two lines on a sales invoice, and record what the customer paid in cash with a receipt into the cash box, so the invoice shows as paid.
Stop 3: A customer pays by card
Issue the second car’s invoice, and record the receipt in the bank account rather than the cash box, so the card money stays separate from the cash.
Stop 4: A company’s cars on credit
Issue the fleet company a credit sales invoice for its four cars, and it stays on the company’s account until it pays.
Stop 5: You check the day’s figures
Set today’s date on the sales invoices page to see the day’s invoices and export them to Excel, then open the account statement for the cash box to see the cash you collected.
3. Accounting Software for Car Washes in Saudi Arabia: what Qoyod covers at your car wash
Every wash invoice brings other accounts with it: cash in the drawer, card money in the bank, supplies you buy, and equipment that runs every day. Here are six jobs Qoyod covers at a car wash.
Wash types as services with their prices
Add each wash type as a product of the “Service” type: it is not stored and is only sold, with a default selling price and a revenue account that you set, and it has a unit of measure and a tax. The default price shows on the invoice line and you can change it, and you can add a line discount as a percentage or an amount, within the maximum discount percentage you set for each user.
An invoice for every car
Create the sales invoice and add the services as lines, then choose Save, approve and create new to start the next car’s invoice straight away. The payment method field on the invoice is a description only: it creates no receipt and moves no account, so record the payment with a receipt for the invoice to show as paid.
Cash and card in two accounts
When you record a receipt, you choose the collection account: the cash box for cash you collected, and the bank account for what the customer paid by card. The account statement shows each account’s movements over the period you choose, and on the sales invoices page you set today’s date and export the day’s invoices to Excel.
Which wash your customers ask for most
The sales and purchases summary report shows the quantity sold of each service and its average selling price, and the product sales share report shows each service’s share of the period’s sales before returns are deducted. Both reports are available depending on your subscription.
Car wash supplies and equipment
Set up shampoo, wax and towels as an “Expense” product: it is not stored and not sold, it has a purchase price and an expense account, and you record it on the supplier’s purchase invoice. Record pressure washers and vacuum cleaners as fixed assets, and follow their depreciation and book value. Expenses, purchase invoices and fixed assets are available depending on your subscription.
Point of sale as a paid add-on
For a car wash that issues dozens of invoices a day, Qoyod offers the point of sale (cashier) app on smart devices: you create the invoice in it from the services you set up in advance, and its sales move into Qoyod Accounting. Point of sale is a paid add-on per user after a paid subscription, and it is not available during the free trial. The point of sale device creates and prints the invoice but does not take card payments; the payment runs on the payment provider’s terminal.
Each plan’s scope differs, and some capabilities on this page need a higher plan, so check what fits your car wash with our sales team.
4. Car wash invoices and the Zakat, Tax and Customs Authority
A car owner or a company?
The type of invoice depends on the customer, not on the type of wash.
- For an individual car owner: a simplified tax invoice that you hand over when they pay, reported to the Authority within 24 hours of issue.
- For a fleet company or a government body: a tax invoice that the Authority clears first, before it reaches the customer.
A tax on every service
Every service has its default tax, chosen from the taxes defined for your business; it shows on the invoice line and can be changed there, and with the inclusive option on the line the price you enter includes the tax. The standard rate of VAT in the Kingdom is 15%. At the end of the period, the VAT return form report collects your figures from the invoices, and you submit the return yourself through the Authority’s portal.
Phase 2 linkage with the Authority is available depending on your subscription, so ask sales about it.
5. What you follow at the car wash and what your accountant reviews
If your car wash works with an accountant or an accounting firm, they review in Qoyod the numbers you follow every day, each of you from your own side.
What you follow
- The day’s invoices on the sales invoices page, once you set the date.
- The cash you collected in the cash box account statement, and the card payments in the bank account statement.
- What each company still owes, in the customer statement.
- Each wash type’s share of sales, depending on your subscription.
What your accountant reviews
- Sales invoices, receipts and credit notes, and purchase invoices depending on your subscription.
- Income statement, balance sheet and trial balance, and customer ageing depending on your subscription.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Add your accountant as a user with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
You keep the car wash’s books in Qoyod Accounting. For the wash crew in your branches there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a car wash with a crew 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 car owner, and which to a fleet company?
An individual car owner gets a simplified tax invoice, reported to the Authority within 24 hours of issue; a fleet company or a government body gets a tax invoice that the Authority clears before it reaches the customer. Phase 2 linkage with the Authority is available depending on your subscription.
Can I use point of sale (the cashier) during the free trial?
No. Point of sale is a paid add-on per user, available only after a paid subscription. The free trial starts with services, sales invoices, receipts and the account statement, and it does not include point of sale, purchase invoices, expenses, fixed assets, the sales and purchases summary report, the product sales share report, the tax sales invoices report, the customer ageing report or Phase 2 linkage with the Authority. Each plan’s scope differs, so check what fits your car wash with our sales team.
How do I keep the cash I collected apart from card payments?
Record every payment with a receipt and choose the collection account: the cash box for cash, the bank account for cards. The payment method field on the invoice is a description only and creates no receipt. At the end of the day, open the account statement for each one to see what reached the cash box and what reached the bank.
How do I see today’s sales?
Open the sales invoices page and set today’s date: the day’s invoices appear and you can export them to Excel. The sales and purchases summary report and the tax sales invoices report show the same sales in more detail, and they are available depending on your subscription.
How do I handle a company that sends its cars and pays at the end of the month?
Issue it a credit sales invoice for each wash, record what it pays with a receipt against its invoices, in full or in part, and follow its balance in the customer statement, and in the customer ageing report across periods, depending on your subscription. Qoyod does not support a price list for each customer, so if you agree another price with the company you change it on the invoice line, or set up the company’s wash as a separate service with its own price.
Does Qoyod manage prepaid wash cards and loyalty points?
Qoyod is accounting software, and what this page shows is invoices, receipts and customer balances, plus purchases depending on your subscription. Prepaid wash cards and loyalty points for regular customers are not shown here, so ask sales what fits your car wash.
That brings a car wash’s numbers together in one place: every car’s invoice, the cash in the cash box, the card money in the bank, and every company’s account.
