The AC unit and its installation on one invoice, and a statement for every customer with their payments.
Whether your customer is a household or a company, the unit is a line and the installation is a service on the same invoice.
HVAC Accounting Software in Saudi Arabia starts with one invoice that carries the unit and its installation together. At an air conditioning and refrigeration company in Riyadh, Jeddah or Dammam, a customer buys two split units with installation and pays part before the work starts and the rest after it. Add the unit in Qoyod as a product and the installation as a service, issue one sales invoice with both, and record what the customer pays with a receipt, before the invoice or after it.
1. Where does an air conditioning company’s accounting scatter?
Before you choose accounting software for an air conditioning and refrigeration company, check where your numbers go missing today: a unit sold on one paper and its installation on another, money a customer pays before the installation, spare parts that leave the store room without a trace, and a monthly maintenance contract that only you remember.
The unit on one paper, the installation on another
The salesperson writes the price of the unit on an invoice, the technician writes the installation charge on a separate sheet, and the value of the job never sits in one place.
With Qoyod: add the unit as a product and the installation as a service, and put both as lines on one sales invoice.
Money before the installation
The customer pays part of the amount so the work can start, and what they paid stays on a paper receipt until the invoice is issued.
With Qoyod: record it as a receipt before the invoice, and it stays unused until you use it to pay part of their invoice.
A spare part leaves without a trace
A spare part leaves the store room for a customer’s unit, and nobody knows how many are left.
With Qoyod: set up your spare parts as stored products, so their balance rises with the purchase invoice and falls with the sales invoice, depending on your subscription.
A maintenance contract in your head
You have monthly maintenance contracts with buildings and companies, and each month’s invoice waits for you to remember it.
With Qoyod: make the contract invoice a monthly recurring transaction, depending on your subscription.
2. One AC job in your books: from the quotation to the maintenance contract
Follow one job to air-condition a building, from the quotation to its maintenance contract, in five stops that each add one line to the journey card.
Stop 1: The customer asks for a quotation
Give them a quotation for the units and their installation with an expiry date, send it or export it to PDF, then turn it into a sales invoice once it is approved.
Stop 2: The customer pays before the installation
Record what they paid as a receipt in their name before you issue the invoice, and it stays unused until you use it to pay part of their 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 until the rest comes in.
Stop 4: The maintenance contract starts
Issue and approve the first contract invoice, then make it a monthly recurring transaction, so an invoice is created every month in the status you choose.
Stop 5: A unit needs a part outside the contract
Issue a separate sales invoice for the part, and its balance falls in stock because it is a stored item.
Each plan’s scope differs, and some capabilities on this page need a higher plan, so check what fits your company with our sales team.
3. HVAC Accounting Software in Saudi Arabia: what Qoyod covers in your company
Every unit you sell and install comes with other accounts: spare parts in the store room, monthly contracts, and companies that pay in parts. Here are six jobs Qoyod covers in an air conditioning company.
The unit is a product, the installation a service
Add the unit as a product with its selling price, and add the installation as the “Service” type: it is not stored and is only sold, with a default selling price and a revenue account that you set, and it has a unit of measure and a tax. Then put both as lines on one sales invoice; you can change the unit price on the invoice.
Spare parts with their balance
Set up your spare parts as stored products, so your inventory balance rises when you record a purchase invoice from the supplier and falls when you sell the part on a sales invoice. The product cost and margin report shows, for each part, the available quantity and the average unit cost, and it needs purchases and stock switched on, depending on your subscription.
The maintenance contract as a recurring transaction
Issue and approve the first contract invoice, then open Accounting, then Recurring transactions, and create a recurring transaction: set the recurrence start date, the type to monthly, and an end on a set date or after a number of times, and add the invoice as the document. Recurring transactions are available depending on your subscription.
A quotation to air-condition a building
When a building owner asks for the price of the units and their installation before deciding, give them a quotation with an expiry date, then turn it into a sales invoice once it is approved. A quotation takes nothing out of stock before it is converted, and it does not convert if the available quantities of stored units are short. Quotations are available depending on your subscription, and for a paper version there is our price quote template.
The contract as a project in Qoyod
Qoyod does not offer a direct feature for adding contracts. The alternative is to add the contract as a project in Tasks and projects, with its number, start and end dates and value, then link its invoices and expenses to it. Projects are available depending on your subscription, so ask sales about them.
The company’s account and what it has paid
Issue the company or the building owner a credit sale invoice, and record what they pay with a receipt against the invoice, in full or in part. Follow their balance in the customer statement, and compare your receivables across periods in the customer ageing report, depending on your subscription. Qoyod does not support a price list for each customer, so if you agree another price with a company you change it on the invoice line.
4. HVAC invoices and the Zakat, Tax and Customs Authority
A household or a company?
The type of invoice depends on the customer, not the unit.
- For a household customer: a simplified tax invoice that you hand over at the sale, reported to the Authority within 24 hours of issue.
- For a company or a government body: a tax invoice that the Authority clears first, before it reaches the customer.
A tax on every line
Every product and service has its default tax, chosen from the taxes defined for your business; it shows on the invoice line and can be changed there. The standard rate of VAT in the Kingdom is 15%. At the end of the period, the VAT return form report collects your figures from the invoices, and you submit the return yourself through the Authority’s portal.
Phase 2 linkage with the Authority is available depending on your subscription, so ask sales about it.
5. Your accountant reviews, you follow
If your company works with an accountant or an accounting firm, they review in Qoyod the same numbers you follow, each of you from your own side.
What you follow
- What each customer and company still owes, in the customer statement.
- Your quotations and the status of each, depending on your subscription.
- The recurring transactions for your maintenance contracts, depending on your subscription, and the status of each: scheduled, active or completed.
- The balance of each spare part in stock, depending on your subscription.
What your accountant reviews
- Sales invoices, receipts and credit notes, and purchase invoices depending on your subscription.
- Income statement, balance sheet and trial balance, and customer ageing depending on your subscription.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Add your accountant as a user with the role and permissions you set, depending on the number of users in your subscription.
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 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 household, and which to a company?
A household gets a simplified tax invoice, reported to the Authority within 24 hours of issue; a company or government body gets a tax invoice that the Authority clears before it reaches the customer. Phase 2 linkage with the Authority is available depending on your subscription.
How do I invoice an AC unit and its installation together?
In Products and costs, add the unit as a product with its selling price, and add the installation as a product of the “Service” type with a default selling price, a revenue account and a tax. Then create a sales invoice, add the unit as a line, and press Add more to add the installation as a second line; change the unit price if you agreed another price with the customer.
How do I issue a maintenance contract invoice every month without writing it again?
Issue and approve the first contract invoice, then open Accounting, then Recurring transactions, and press Create recurring transaction. Set the recurrence start date, the recurrence type to monthly, and the end on a set date or after a maximum number of times, then add the invoice as the document and choose the status the invoices are created in: draft, pending approval or approved. Recurring transactions are available depending on your subscription.
How do I record money a customer pays before the installation?
In Sales, open 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 use the same receipt to pay part of it.
Does Qoyod manage maintenance requests and technician visits?
Qoyod is accounting software, and what this page shows is invoices, receipts, stock and customer balances. Logging a maintenance request, scheduling a technician’s visit and following its status are not shown here, so ask sales what fits your company.
Can I set a special price for a company’s or a building’s contract?
Qoyod does not support custom price lists or a special price for each customer. What you can do is change the unit price on the invoice line, or on the quotation line depending on your subscription, or set up the agreed service as its own product with its own price, such as maintenance for a particular building.
That brings an air conditioning company’s accounts together in one place: the unit and its installation, the customer’s payments, the spare parts, and the contract invoice every month.
