One project per shipment, one voucher per advance, one invoice per fee.
Whether your office is exempt from the invoicing mandate today or required to issue invoices, the importer’s advance, what you pay on the shipment and your fee each stay in their own document.
Accounting software for customs clearance offices in Jordan starts with a single shipment. In a clearance office between Aqaba and Amman you act for the importer: they may transfer you an advance before the charges are known, you pay amounts to other parties on the shipment, and then you invoice your fee. Open a project for the shipment in Qoyod, record the importer’s advance as a voucher in their name, and link to the project what you pay and your fee invoice.
1. Where does one shipment’s paperwork scatter?
Before you choose accounting software for a customs clearance office, look at where a single shipment’s numbers live today: the importer’s advance, what you paid for them, your fee, and what is left on their account.
An advance arrives before the charges are known
The importer transfers money ahead, and it blends in with the other transfers.
With Qoyod: record it as a standalone receipt voucher in their name, and it shows as “unused” until you allocate it to an invoice.
Scattered payments on every shipment
You settle amounts with different parties on different days, and each one comes as a separate slip.
With Qoyod: record each payment as a manual journal entry, a purchase invoice or a simple invoice, and link it to the shipment’s project.
Your fee among what you pay for the client
Your office’s fee mixes with what you paid on the importer’s behalf, so you never see your fee on its own.
With Qoyod: define your fee as a service with a price you can change on each invoice, so your fee invoice stays separate.
An open account for every importer
An importer works with you for months, and their shipments and balances pile up.
With Qoyod: the account statement shows what reached the customer’s account, and you compare their debts across periods.
2. One shipment in your books: from the advance to the fee invoice
One shipment, five stops, one new number on the numbers card at each.
Stop 1: You open a project for the shipment
Add a project in “Tasks and Projects” named after the shipment, record its reference number, description and expected end date, and attach the documents that go with it.
Stop 2: The importer transfers an advance
Record it as a standalone receipt voucher in their name, and it stays “unused” until you allocate it to an invoice. You can link the voucher to the shipment’s project from “Additional information”.
Stop 3: You record what you pay on the shipment
Record each payment as a manual journal entry, a purchase invoice or a simple invoice, and choose the project from “Additional information”.
Stop 4: You issue your fee invoice
Add your fee as a line of the type service at the price you set, choose the project from “Additional information”, then allocate the importer’s advance to the invoice.
Stop 5: You review the shipment in the reports
Filter the account statement by the customer and the project to see their account’s movement in it, and filter the income statement by the project from “Advanced analysis”. Your accountant reviews what shows in both.
3. Accounting Software for Customs Clearance Offices 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 your fee to a currency other than the dinar.
Your fee as a service with a price you can change
Define the clearance fee as a service in a category you choose, with a unit of measure, a default selling price and a revenue account. A service is not stored and has no purchase price, and you change its price on the invoice for each shipment.
A project for each shipment
Open a project for every shipment with a reference number you can change, a name, a description and an expected end date, and attach the documents that go with it. Make it private so only the users you choose can see it.
What you pay on the shipment
Record what you pay as a manual journal entry, a purchase invoice or a simple invoice, and link it to the shipment’s project from “Additional information”. A purchase invoice needs an expense item defined in “Products and costs”. The accounts you book what you pay on a client’s behalf to are for your accountant to decide.
The importer’s advance and account
Record what the importer transfers as a standalone receipt voucher in their name. It stays unused until you allocate it to an invoice, and the details are in our guide to receipt vouchers and invoices in Jordan. To return an amount the customer paid in advance, record it with a payment voucher.
The customer’s statement for one shipment
Open the account statement report and filter it by the customer, then by the project, and it shows the operations that reached their account and were linked to that same project. What is not linked to the project does not show. Compare customer debts across periods in the ageing report.
A currency other than the dinar
Add the foreign currency in Settings at its exchange rate, and choose the currency on the invoice under the customer’s name. When you settle, change the exchange rate, and the difference shows in the realized gains and losses account you choose. What is sent to the National Invoicing System for a foreign-currency invoice is not shown on this page.
4. Customs clearance 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, projects, purchases 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
- A project for each shipment, and the invoices and payments you linked to it.
- The advance each importer transferred, and whether you allocated it to an invoice.
- What you have collected and what each customer still owes.
- Each supplier’s balance, and what you have paid.
What your accountant reviews
- Sales and purchase invoices and customer receipts.
- The accounts that amounts paid on clients’ behalf are booked to.
- Income statement, balance sheet, trial balance and ageing reports.
- 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 clearance 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 customs clearance 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 tie an importer’s advance and what I pay on their shipment to my fee invoice?
Open “Tasks and Projects” and add a project for the shipment. Then create a standalone receipt voucher in the importer’s name for their advance, and it shows as “unused” until you allocate it to an invoice. A voucher cannot be edited after you save it, and you can link it to the shipment’s project from “Additional information”. Record what you pay as a manual journal entry, a purchase invoice or a simple invoice, and choose the project from “Additional information”. Issue your fee invoice with a service line at the price you set, choose the project in it too, then allocate the advance to it. To allocate a voucher, its currency must match the invoice currency.
Does Qoyod load what I pay on my client’s behalf onto their invoice?
This page does not show a way to load what you pay on your client’s behalf onto their invoice, nor the accounting treatment of those amounts, which is for your accountant to decide. What we show is your fee invoice with a service line at a price you can change, and recording what you pay and linking it to the shipment’s project. Ask sales what fits your office.
How do I see one importer’s account on one shipment?
Open Reports and choose “Account statement”, pick the debtors account, filter by customers and choose the importer, then choose the project. It shows the operations that reached their account and were linked to that same project, and anything not linked to it does not show. The profit and loss report on the project’s own page shows the current year only, so for a shipment that runs longer, open the income statement from Reports, set the period and filter it by the project. Tasks and Projects is available depending on your subscription. If you see an “upgrade your plan” message when you open it, the feature is not available in your current subscription, so ask sales.
Does Qoyod file customs declarations or connect to customs systems?
Qoyod is accounting software, and what we show on this page is invoices, vouchers, projects, purchases and currencies. Filing customs declarations, connections to customs systems and calculating duties are not shown here, so ask sales what fits your office.
That brings the shipment together in one place: the importer’s advance, what you paid on it, and your fee invoice.
