Each machine on its own line, its days in the quantity, the advance on its receipt.
Whether your shop is exempt from the invoicing mandate today or required to issue invoices, you bill each machine’s days and record its advance in Qoyod, and what the customer has not paid stays visible on their account.
Equipment rental shop accounting software in Jordan starts with one order: a contractor takes a generator for four days and a concrete mixer for three, and pays an advance to book them, while a homeowner rents a drill for two days and pays on pickup. In your shop the machines, the days and the customers change every morning. Define each machine in Qoyod as a service with a unit you name “day”, write its days as the quantity, and record the advance as a receipt in the customer’s name.
1. Where an equipment rental shop’s numbers sit today
Before you choose accounting software for a light equipment rental shop in Jordan, look at where your numbers sit: each machine’s days and daily rate, customers who pay on pickup and others on credit, an advance that comes before the machine goes out, and the bills from the repair workshop and the spare parts supplier.
Many machines, different days
A generator for four days, scaffolding for two weeks, a mixer for two days, and each daily rate written on a different sheet.
With Qoyod: define each machine as a service with a “day” unit and a default price, and change the price on the invoice when you agree another one.
One pays today, one pays later
The homeowner pays on pickup in cash or by transfer, and the contractor asks for the invoice to stay on his account until he settles it.
With Qoyod: record the homeowner’s payment on their invoice against a cash or bank account, and leave the contractor’s invoice due until he pays.
An advance before the machine goes out
A customer books the machine with an advance before taking it, and the money sits in the drawer or the bank statement with no document behind it.
With Qoyod: record it as a standalone receipt in the customer’s name, and it shows as “unused” until you allocate it to their invoice.
Repairs and spare parts
A workshop repairs the compressor, a supplier sells you spare parts on credit, and their bills sit in a folder nobody reviews.
With Qoyod: record each supplier’s bill as a purchase invoice in their name, on an expense item you first define in “Products and Costs”.
2. A contractor’s order, from quotation to final payment
One order, five stops, and each stop adds a number to the journey card.
Stop 1: You send the contractor a quotation
Add the generator and the mixer to a quotation from “Sales”, each with its number of days as the quantity and its daily rate.
Stop 2: He pays an advance before taking the machines
Record the advance as a standalone receipt in the contractor’s name, before any invoice exists.
Stop 3: You convert the quotation into an invoice
Once the quotation is approved, choose “Convert to invoice” and the sales invoice is created with its details. Edit it before you save it if the contractor adds a day.
Stop 4: You allocate the advance and see what is due
Once the invoice is approved, allocate the advance receipt to it. It becomes “partially paid” and shows what is still due.
Stop 5: You read his account in the reports
The customer statement shows his invoice and his advance receipt, and the customer ageing report shows what he still owes.
3. Equipment Rental Shop Accounting Software in Jordan: what Qoyod covers in your shop
Electronic invoicing and integrated accounting in one system. And in a rental shop in particular, here are six jobs Qoyod covers, from the quotation to the last payment.
A machine as a service in days
Add each machine as a product of the type “service” with a default selling price and a revenue account, and no purchase price. Create a unit of measure you name “day” or “week” and choose its type. A service is not stored, and the price that counts in reports is the one on the invoice.
One line per machine on the invoice
On a single sales invoice you add the generator as one line, the mixer as another and the scaffolding as a third. Each line carries its quantity in days and its unit price, and the total adds them up at the bottom.
A quotation that becomes an invoice
Send the contractor a quotation with the machines and their days. A quotation creates no journal entry, and once it is approved you convert it into an invoice with the same details, and its status becomes “Invoiced”.
The advance on a customer receipt
Record the booking advance as a standalone receipt that is not linked to an invoice, and it stays “unused” until you allocate it to the customer’s invoice once you issue it. More in our guide to collecting a credit sale invoice in JoFotara.
Contractors on credit, with a payment reminder
Issue the contractor’s invoice with a due date, and follow what is left on it in his statement. In “Sales invoice settings” you turn on “Remind the customer to pay by email” and set how many days before the due date the reminder reaches him.
Monthly rental as a recurring transaction
For scaffolding a contractor rents month after month, set up the sales invoice as a recurring transaction from “Accounting”: the repeat start and type, an end date or a maximum count, and the state the invoice is created in: draft, pending approval or approved.
4. Light equipment rental shops and the National Invoicing System
Discuss your shop’s position with your accountant.
Who must use e-invoicing in Jordan
Whether your shop is exempt from the invoicing mandate or required to issue invoices, Qoyod keeps the books for your customers, suppliers and expenses, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. Your accountant shares the decision
If your shop works 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
- Each machine’s daily rate on your service list.
- Each booking’s advance, and whether you allocated it to an invoice.
- What each walk-in customer paid in cash or by transfer, and what each contractor still owes.
- The repair workshop’s and the spare parts supplier’s balance, and what you have paid them.
What your accountant reviews
- Sales and purchase invoices and customer receipts.
- Quotations, and which of them have been invoiced.
- Income statement, balance sheet, trial balance and ageing reports.
- The status of each recurring transaction in its list.
- 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 shop’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 company 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 company branches.
- Leave management.
- Payroll with allowances and advances.
7. Frequently asked questions
Does a light equipment rental shop 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 several machines rented by the day on one invoice?
Add each machine as a product of the type “service” with a unit of measure you name “day”, a default selling price and a revenue account, and no purchase price. Then add each machine as a line on the sales invoice, write its number of days as the quantity, and change the daily rate if you agreed a different one with the customer. If the customer pays on pickup, record the payment on the invoice, and you can record part of it against a cash account and the rest against a bank account.
How do I record the advance a customer pays to book a machine?
Record it as a standalone receipt in the customer’s name before the invoice exists, and it stays “unused”. Once the invoice is issued and approved, allocate the receipt to it, and the invoice becomes “paid” or “partially paid” depending on the amount. 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
Does Qoyod keep the rental agreement, and are projects available on my subscription?
Qoyod has no direct feature for adding contracts. The alternative Qoyod describes is a project: you add the agreement as a project in “Tasks and Projects”, enter the contract number, the start and end dates and its value, and then link its invoices to it. Projects are available depending on your subscription, so ask sales about them. If you see the message “upgrade your plan” when you open “Tasks and Projects”, the feature is not in your current subscription.
Does Qoyod know where each machine is and when it comes back, or book it for a date?
Qoyod is accounting software, and what we show on this page is quotations, invoices, receipts, balances, purchases and recurring transactions. Following each machine out and back, knowing which machines are free on a given date and booking them in a calendar are not something we show here, so ask sales what fits your shop.
That brings the customer’s order together in one place: each machine on its line, its days in the quantity, its advance on its receipt, and what the customer still owes on their account.
