The machine by its hour, the transport on its own line, the contract in its project.
Whether your company is exempt from the invoicing mandate today or required to issue invoices, you bill the machine’s rental hours and its transport, and record the advance, in Qoyod, and what the contractor has not paid stays on their account.
Heavy equipment rental accounting software in Jordan starts with one contractor’s job: an excavator for twenty hours at an hourly rate, a second line to move it to the site, and an advance the contractor transfers before work begins. In a rental company you also pay the workshop and the fuel supplier, and your machines stay in service for years. Define the rental in Qoyod as a service in hours, record the advance as a receipt in the contractor’s name, and add the contract as a project, depending on your subscription.
1. What an equipment rental owner’s numbers are made of
Before you choose accounting software for an equipment rental company in Jordan, look at where your numbers live today: the machine’s hours and their rates, its transport to the site, the contractor’s advance, the workshop and fuel bills, and the machines you paid large sums for.
Rentals by the hour and by the month
A contractor rents the excavator for a few hours this week, then for a whole month after it, and the rate for each period is scattered across papers.
With Qoyod: define each period as a service with its unit, and write its default price.
Moving the machine to the site
Hauling the excavator on a lowbed to the work site dissolves into the hourly rate, so you cannot see what you charged for it.
With Qoyod: open a separate service for transport, and add it as a second line on the same invoice.
An advance before work begins
The contractor transfers an advance before work begins, and it sits in the bank statement with no document against it.
With Qoyod: record it as a standalone receipt in their name, and it shows as “unused” until you allocate it to an invoice.
Workshop, fuel and machines
Workshop and fuel bills sit in different drawers, and you pay for a machine once and run it for years.
With Qoyod: record each supplier’s bill in their name, and record the machine as a fixed asset whose depreciation and book value you follow.
2. A contractor’s job through your company
One job, five stops, one new number on the journey card at each.
Stop 1: You define the rental and the transport as two services
Add each as a product of the type “service”, and set a unit of measure, a default selling price and a revenue account for each.
Stop 2: The contractor transfers an advance
Record the amount as a standalone receipt in the contractor’s name, before you issue the invoice.
Stop 3: The rental and transport invoice is issued
Add the rental as a line with the number of hours as the quantity, the transport as a second line, then choose the contractor’s project, depending on your subscription.
Stop 4: You allocate the advance and collect the rest
Allocate the advance receipt to the invoice, and the invoice shows what is still due. Then follow what you have collected.
Stop 5: It shows in the statement
The invoice and the advance receipt show in the customer statement, and the invoices still unpaid show in the customer ageing report.
3. Heavy Equipment Rental Accounting Software in Jordan: what Qoyod covers in your company
Electronic invoicing and integrated accounting in one system. And here are six more jobs Qoyod covers in your company, from the excavator’s hour to its sale.
A machine’s hour and its transport
Define each rental period as a service with a default selling price and a revenue account, and no purchase price. Give it a unit of measure in hours, or add a unit named “day” or “month”. A service is not stored, and you adjust its price on the invoice for each contract. Transport is a second service that you add as a line on the same invoice.
The contractor’s advance on its receipt
Record what the contractor transfers before work begins as a standalone receipt in their name. It stays unused until you allocate it to an invoice. More in our guide to collecting a credit sale invoice in JoFotara.
The contract as a project
Qoyod has no direct contract form, but you add the contract as a project in “Tasks and Projects”: its number, its start and end dates and its value, and you filter rental invoices by that project. Projects are available depending on your subscription.
A recurring transaction for a long contract
For a contract that runs for months, schedule the sales invoice as a recurring transaction from “Accounting”, set its start, its repeat type and its end, and choose the state it is created in, according to your permissions.
Workshop and fuel bills
Record the workshop’s bill and the fuel supplier’s bill as purchase invoices in each supplier’s name, on an expense item defined in “Products and Costs”, and follow the balance and what you have paid.
Machines as fixed assets
Record each machine as a fixed asset under a name you choose, and follow its depreciation and book value. When you renew the fleet, sell the old machine from “Disposals” against a gain or loss account, and a sales invoice is created with it.
4. Heavy equipment rental companies and the National Invoicing System
Discuss your company’s position with your accountant.
Who must use e-invoicing in Jordan
Whether your company is exempt from the invoicing mandate or required to issue invoices, Qoyod keeps the books for your services, purchases, assets 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
- The hourly, daily and monthly rates on your service list.
- Each contractor’s advance receipt, and whether you allocated it to an invoice.
- What you have collected from each contractor and what they still owe.
- Each workshop’s and supplier’s balance, and what you have paid.
What your accountant reviews
- Sales and purchase invoices and customer receipts.
- Income statement, balance sheet, trial balance and ageing reports.
- Machine assets, their depreciation and book value.
- 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 company’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 heavy equipment rental company 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 a machine’s rental by the hour, and its transport, in Qoyod?
Add the rental as a product of the type “service”, give it a unit of measure in hours, and set a default selling price and a revenue account, with no purchase price. Add a second service for transport the same way, with a unit of measure named “trip”. On the sales invoice you add both as lines, write the number of hours as the quantity, and adjust the price when you need to. For a daily or monthly rental, add a unit of measure named “day” or “month”.
How do I record a contractor’s advance, and what do I do with it when I issue the invoice?
Record the amount as a standalone customer receipt in the contractor’s name before the invoice exists, and it shows as “unused” until you allocate it to an invoice. After the allocation, the invoice shows what is still due. If you give back an amount the contractor paid in advance, record it as a disbursement voucher for the customer.
More in our guide to receipt vouchers and invoices in Jordan
How do I add a contractor’s contract in Qoyod, and are projects available on my subscription?
Qoyod is accounting software and has no direct contract form, but you add the contract as a project in “Tasks and Projects” with its number, its start and end dates and its value, and you filter your documents by that project. Then open the income statement, choose “Advanced Analysis” and filter by the project, and you read what you have recorded on 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 track each machine’s operating hours, its maintenance or its profitability?
Qoyod is accounting software, and what we show on this page is invoices, receipts, balances, purchases, assets, projects and recurring transactions. Tracking each machine’s operating hours, scheduling its maintenance and working out each machine’s profitability are not something we show here, so ask sales what fits your company.
That brings the contractor’s job together in one place: the hour at its rate, the transport on its line, what you have collected and what your contractor still owes.
