A carpet by the metre, a sofa by the seat and delivery to the door, all on one invoice that the customer settles at handover.
Whether you collect from a home or a hotel, each kind of wash is a service with its own unit of measure, and delivery is a line on the same invoice.
Carpet Cleaning Accounting Software in Saudi Arabia starts with an invoice that holds what the customer gets back: the carpet washed by the metre, the sofa washed by the seat, and both delivered to the door. In Riyadh, Jeddah or Dammam, the homeowner pays the driver in cash at handover. In Qoyod, set up carpet washing, sofa washing and delivery as services with their prices and units, issue the sales invoice, then record what the driver collected with a receipt into the cash box.
1. Where do a carpet and upholstery cleaner’s numbers go missing?
Before you pick accounting software for a carpet cleaning business, follow one carpet between the customer’s home and your plant: a price agreed by word of mouth per metre or per seat, a delivery fee the driver takes in cash, a hotel that settles at the end of the month, and washing supplies you buy without their cost showing anywhere.
A price in the receiver’s memory
You wash carpets by the metre, sofas by the seat and mattresses by the piece, so whoever receives them keeps the prices in their head and writes the total on a slip of paper.
With Qoyod: set up each kind of wash as a service with its own unit of measure: square metre for carpets, seat for sofas and piece for mattresses.
Delivery outside the invoice
The driver takes the delivery fee in cash, and it reaches the books only if someone writes it down at the end of the day.
With Qoyod: set up delivery as a priced service and add it as a line on the carpet invoice itself.
Cash with the driver
The homeowner pays on delivery, and the money stays with the driver until he is back at the plant.
With Qoyod: record what he collected with a receipt in the cash box account, and the invoice shows as paid.
A hotel that pays at month end
A hotel or an office sends its carpets 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.
2. A carpet from the customer’s home to their door
A homeowner in Riyadh sends three carpets and a three-seat sofa for washing, and a hotel gives you its carpets on account. Follow both orders in five stops; each stop adds a line to the journey card.
Stop 1: You price each kind of wash
Set up carpet washing as a service measured in square metres, sofa washing as a service measured in seats, and delivery as a service with its price.
Stop 2: The homeowner’s carpets arrive
Enter on the sales invoice 24 metres of carpet washing, 3 seats of sofa washing and the delivery line, and Qoyod works out the total from the quantity and the unit price.
Stop 3: The homeowner pays at handover
Record what the driver collected with a receipt for the invoice in the cash box account, so the invoice shows as paid.
Stop 4: A hotel on account
Issue the hotel a credit sales invoice for 120 metres of carpet washing, and it stays on its account until it pays.
Stop 5: The hotel pays part
Record what the hotel transfers with a receipt for its invoice in the bank account, in full or in part, and the customer statement shows what is left.
3. Carpet Cleaning Accounting Software in Saudi Arabia: six tasks from collection to payment
Every wash order passes through many figures before the carpet goes back to its owner: a price by the metre, a delivery fee, a payment at the door or at month end, supplies you buy and machines that run every day. Here are six tasks whose accounts Qoyod keeps.
Carpets by the metre and sofas by the seat
Set up carpet washing, sofa washing and mattress washing as products of the “Service” type: they are not stored, they are sold only, and each carries its own default selling price, revenue account, unit of measure and tax. When you add a unit of measure you choose its type, and area is one of the types, so you add “square metre” for carpet washing and “seat” for sofa washing. Then you type the number of units on the invoice line, and Qoyod works out the total from the quantity and the unit price. Choose the unit before the first invoice, because it cannot be changed once the item has been used on an invoice.
Delivery as a line on the invoice
Set up delivery as a priced service and add it as a line on the carpet invoice itself with Add more, so the fee shows on the invoice and is posted to the service’s revenue account. You can add a line discount as a percentage or an amount, within the maximum discount percentage you set for each user, and change the unit price on the line when you agree a different figure with the customer.
Payment at handover
When the customer pays the driver at handover, open the invoice and press Pay against the invoice, then create a receipt and choose the collection account: the cash box for what was collected in cash, and the bank account for what the customer transferred, so the invoice shows as paid. The payment method field on the invoice is a description only, so it creates no receipt and moves no account.
Hotels and offices on account
Issue the hotel or the office a credit sales invoice for its carpets, record what it pays with a receipt for the invoice, in full or in part, and follow its balance in the customer statement. If the customer does not accept the washing of one carpet, open the invoice, press Return invoice, choose that line and save the credit note. The customer ageing report, which compares your receivables between periods, is available depending on your subscription. Per-customer price lists are not supported in Qoyod, so a price agreed with a hotel is entered on the invoice line.
Washing supplies and machines
Set up shampoo and stain remover as products of the “Expense” type: they are not stored and not sold, each has a purchase price and an expense account, and you record them on the supplier’s purchase invoice, depending on your subscription. Record your washing and drying machines as fixed assets that you buy with a purchase invoice, and follow their depreciation and book value, depending on your subscription.
How many metres, and for whom
The sales and purchases summary report shows the quantity sold of each service and its average selling price, and you can filter it by one customer to see how many square metres you sold a particular hotel in the period, depending on your subscription. When a hotel asks the price of 40 carpets, prepare for it, depending on your subscription, a quotation with an expiry date, then convert it into a sales invoice once the hotel approves it.
Each plan has its own scope, and some of what these tasks show needs a higher plan; our sales team can point you to the one that fits your business.
4. Carpet cleaning invoices and the Zakat, Tax and Customs Authority
A homeowner or a hotel?
These are the two kinds of tax invoice, by buyer:
- For an individual customer washing their own carpets: a simplified tax invoice that you hand over at delivery, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a hotel, an office, a company or a government body: Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer, and Phase 2 linkage with the Authority is available depending on your subscription.
The tax on every service
Every service and product you define takes a default tax picked from the taxes set up for your business, and that tax appears on the invoice line, where you may change it; with the inclusive option on the line, the price you enter includes the tax. In the Kingdom, the standard VAT rate is 15%. When a period ends, the VAT return form report collects 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. What you follow at your plant, and what your accountant reviews
If your business works with an accountant or an accounting firm, they open the same books you do in Qoyod: you ask about customers and collections, and they review the documents and reports.
What you follow
- Each hotel’s and each office’s balance in the customer statement.
- What you collected in cash in the cash box account, and what customers transferred in the bank account.
- The status of each invoice after its receipt: paid or partially paid.
- The quantity sold of each kind of wash per customer, depending on your subscription.
What your accountant reviews
- Every document: sales invoices, receipts and credit notes, plus purchase invoices depending on your subscription.
- The income statement, the balance sheet and the trial balance.
- The VAT return form report at the end of each period.
- Reports exported as Excel or PDF.
Your accountant can have a user account in Qoyod with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
Qoyod Accounting keeps the company’s books, while the attendance and payroll of your drivers and washing crew live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a carpet cleaning business with drivers and 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 homeowner, and which to a hotel or a company?
If the customer is an individual, issue a simplified tax invoice, which in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription. If it is a hotel, a company or a government body, Qoyod issues a tax invoice that the Authority clears first, before it reaches them, in Phase 2, depending on your subscription.
How do I record what the customer pays the driver at handover?
Open the sales invoice and press Pay against the invoice, then choose to create a new receipt and set the collection account: the cash box for what the driver collected in cash, and the bank account for what the customer transferred. Enter the amount, in full or in part, and save, and the invoice shows as paid or partially paid. The payment method field on the invoice is a description only and creates no receipt.
How do I price carpets by the metre and sofas by the seat?
Set up each kind of wash as a product of the “Service” type under Products and costs, and pick a unit of measure for it. If the unit you need is not there, press the + sign beside the field and add it with its name, its display form and its type; area has a type of its own. A service’s unit cannot change once the service has been used on an invoice, so if you price the same wash by the metre in one case and by the piece in another, set it up as two services.
How do I handle a hotel that sends its carpets and pays at the end of the month?
Issue it a credit sales invoice for every order, record what it pays with a receipt for its invoices, in full or in part, and follow its balance in the customer statement, and in the customer ageing report between periods, depending on your subscription. Qoyod does not support per-customer price lists, so if you agree another price with the hotel, change it on the invoice line, or set up a separate service for it with its own price.
Does Qoyod organise carpet collection and delivery and track each piece?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus quotations, purchase invoices, expenses and fixed assets depending on your subscription. Scheduling collection and delivery and tracking each carpet are not shown here.
Does the free trial include quotations, expenses and fixed assets?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include quotations, suppliers, purchase invoices, expenses, fixed assets or the sales and purchases summary report, nor Phase 2 linkage with the Authority or more than one user. These depend on your subscription. Each subscription covers a different scope, so ask sales which one suits your business.
So a carpet cleaner’s accounts come together in one place: washing and delivery on one invoice, cash in the cash box, and a statement for every hotel.
