The AC unit and its installation on one invoice, and the maintenance contract as an invoice that repeats every month.
Whether your company is exempt from the invoicing mandate today or required to issue invoices, the unit is a line, the installation a service, and the contract a recurring transaction.
HVAC Accounting Software in Jordan brings together the three jobs every air conditioning company does: selling the unit, installing it, and maintaining it under a monthly contract. In Amman, Irbid or Zarqa, a company sells and fits split units, then agrees a monthly maintenance amount with the building owner. Add the unit in Qoyod as a product and the installation as a service on one sales invoice, and make the contract invoice a recurring transaction that is created every month.
1. A day at an air conditioning company: where do the numbers go?
Before you choose accounting software for an air conditioning and refrigeration company in Jordan, look at an ordinary day there: a unit fitted today whose invoice is written tomorrow, money a building owner pays before the installation, a spare part a technician takes from the store room, and monthly maintenance contracts that only the appointment book remembers.
Sale and installation on two papers
The price of the unit is on one invoice, the installation charge is on a separate sheet with the technician, and the customer asks for one amount.
With Qoyod: put the unit as a line and the installation as a service on one sales invoice.
Money that comes before the installation
The building owner pays part of the amount so the work can start, and what they paid sits on a paper receipt that the accountant does not know where to post.
With Qoyod: record it as a receipt before the invoice, then pay part of the invoice with it when you issue it.
A spare part with no balance
A technician takes a part from the store room for a customer’s unit, and nobody knows how many are left.
With Qoyod: make your spare parts stored items, so their balance rises with the purchase invoice and falls with the sales invoice.
A contract invoice that runs late
The month goes by and the maintenance contract invoice has not been written yet, because nobody remembered it.
With Qoyod: make the contract invoice a recurring transaction with a monthly recurrence, so an invoice is created every month in the status you choose.
2. One building in your books: from the quotation to the maintenance contract
A building owner asks for his flats to be air-conditioned and then maintained. Follow the job through five stops, each with one line on the journey card.
Stop 1: The owner asks for a quotation
Give him a quotation for the units and their installation with an expiry date. The quotation does not reduce stock; that happens when you turn it into a sales invoice once it is approved.
Stop 2: The owner pays before the installation
Record what he paid as a receipt in his name, and it stays unused until you issue his invoice.
Stop 3: The units go in and the invoice goes out
Issue a sales invoice with the units as lines and the installation as a service, and pay part of it with the receipt, so it becomes partially paid.
Stop 4: The maintenance contract starts
Once the first contract invoice is approved, make it a monthly recurring transaction that ends on a date you set or after a number of times.
Stop 5: A unit needs a part outside the contract
Issue a separate sales invoice for it, and its balance falls in stock because it is a stored item.
3. HVAC 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 an air conditioning company, from the installation invoice to the maintenance contract.
Unit and installation on one invoice
Set up the unit as a product with its selling price, and the installation as a product of the “Service” type: it is not stored and is only sold, with a selling price and a revenue account you set, and it has a unit of measure and its own tax. Then bring both together as two lines on one sales invoice, cash or credit, and change the unit price on the line if you need to.
Spare parts in stock
Make your spare parts stored items: their balance rises when you record a purchase invoice from the supplier and falls when you sell the part on a sales invoice. In the product cost and margin report you see, for each part, the available quantity and the average unit cost.
A maintenance contract that repeats every month
Once the first contract invoice is approved, open Accounting, then Recurring transactions, and create a recurring transaction: the recurrence start date, the recurrence type set to monthly, the end on a set date or after a maximum number of times, and the invoice as the document. The invoices are created as draft, pending approval or approved, as you choose. Recurring transactions are available depending on your subscription.
A quotation for an air conditioning project
When a building or office owner asks for the price of the units and their installation before deciding, give them a quotation with an expiry date, send it or export it to PDF, then turn it into a sales invoice once it is approved. A quotation does not convert if the available quantities of stored units are short.
The contract as a project, as an alternative
Qoyod does not offer a direct feature for adding contracts. The alternative is to add the maintenance contract as a project in Tasks and projects, with the contract number, its start and end dates and its value, then link its invoices and expenses to it. Projects are available depending on your subscription, so ask sales about them.
The building owner’s and the company’s account
Issue a credit sale invoice, record what the customer pays with a receipt against the invoice, in full or in part, and follow the rest in the customer statement and in the customer ageing report across periods. Qoyod does not support a price list for each customer, so you change an agreed price on the invoice line. The details are in our guide to collecting a credit sale invoice in JoFotara.
4. Air conditioning and refrigeration 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 stock, purchases, sales and cash, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. What you follow and what your accountant reviews
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 follow
- The quotations you have sent and the status of each.
- The recurring transactions for your maintenance contracts: scheduled, active or completed.
- What each building owner and company still owes, in the customer statement.
- The balance of each spare part in stock.
What your accountant reviews
- Sales and purchase invoices, receipts and credit notes.
- The average cost of your spare parts in the product cost and margin report.
- Income statement, balance sheet, trial balance and customer ageing.
- Report exports to Excel and PDF.
- If your company 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
You keep the company’s books in Qoyod Accounting. For your technicians and office team there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For an air conditioning company with technicians 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
Do air conditioning and refrigeration companies 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 put an AC unit and its installation charge on one invoice?
In Products and costs, add the unit as a product with its selling price, then add the installation as a product whose type is “Service”, with a default selling price, a revenue account and a unit of measure. On the sales invoice, add the unit as a line, press Add more and add the installation as a second line. The default selling price shows on the line, and you can change it.
How do I invoice a monthly maintenance contract without creating the invoice again?
Issue and approve the first contract invoice, then open Accounting, then Recurring transactions, and press Create recurring transaction. Enter the recurrence start date, choose the monthly recurrence type, set the end by a date or a maximum number of times, add the invoice as the document, and choose the status the new invoices are created in. The transaction shows as scheduled until the first recurrence, then active, then completed when the recurrences end. Recurring transactions are available depending on your subscription.
Does Qoyod manage maintenance requests and technician appointments?
Qoyod is accounting software, and what this page shows is invoices, receipts, stock and customer balances. Logging a maintenance request, setting a technician’s appointment and following its status are not shown here, so ask sales what fits your company.
How do I record money a customer pays before the installation starts?
Open Sales, then Customer receipts, and create a customer receipt in their name for the amount you collected; it stays unused because it is not allocated to an invoice. When you issue the installation invoice, choose Pay and pay part of it with this receipt.
More detail in our guide to receipt vouchers and invoices in Jordan
That brings an air conditioning company’s accounts together in one place: the unit and its installation, what the customer paid before the work, the spare parts, and the contract invoice every month.
