Design, seedlings and installation on one invoice, and every payment from the customer on a receipt in their name.
For a villa garden or a residential compound, the design is a service and the seedlings a product on the same invoice.
Landscaping Accounting Software in Saudi Arabia starts with one invoice for the whole garden: its design, its seedlings and the work to install it. In Riyadh, Jeddah or Dammam, the customer approves the design, pays an amount before the workers start and the rest after planting. In Qoyod, add the design and the installation as the “Service” type and the seedlings as a product, put all three on one sales invoice, and record each payment with a receipt, before or after the invoice.
1. Where do a landscaping company’s numbers slip away?
Accounting software for a landscaping company has to catch the places where figures leak today: a design the engineer draws that never appears on the invoice, money a customer pays before the seedlings arrive, seedlings you buy from the nursery without knowing how many are left, and monthly maintenance for your customers’ gardens invoiced from memory.
A garden design with no line
The engineer spends days designing the garden, then the invoice lists only the seedlings and the installation, and the design fee is lost.
With Qoyod: set up the design as a service with its price, and make it the first line on the garden’s invoice.
Money before the seedlings arrive
The villa owner hands you an amount before the workers start, and it sits in a receipt book until the garden is finished.
With Qoyod: enter the amount as a receipt in his name, and when you issue the garden’s invoice, use that receipt to settle part of it.
Nursery seedlings with no balance
You buy eighty seedlings from the nursery, the workers plant what the site needs, and no one can say how many remain.
With Qoyod: set up the seedlings as stored items; each purchase invoice adds to their balance and each sales invoice takes from it, depending on your subscription.
Monthly maintenance with no invoice
You have monthly maintenance contracts for your customers’ gardens, from mowing to pruning, and each contract’s invoice depends on your memory.
With Qoyod: turn the contract invoice into a monthly recurring transaction, depending on your subscription.
2. One villa garden, from design to monthly maintenance
A villa owner asks you to design and install his garden, then look after it every month. Here is the job in five stops; each stop writes a line on the journey card.
Stop 1: The villa owner asks for a quotation
Send him a quotation covering the design, the seedlings and the installation, with an expiry date; when its status is approved, convert it into a sales invoice.
Stop 2: He pays before the work starts
Create a receipt in his name for the amount before any invoice exists; it shows as unused for as long as it is not allocated to an invoice.
Stop 3: You buy the seedlings from the nursery
Record the nursery’s purchase invoice with the quantity of seedlings and the unit price, and their stock balance rises because they are stored items.
Stop 4: The garden is finished and the invoice goes out
Issue a sales invoice with the design and the installation as two services and the seedlings as a line, then apply the receipt to part of it; its status reads partially paid until the rest comes in.
Stop 5: The monthly maintenance starts
After the first month’s invoice is approved, set it up as a monthly recurring transaction, and each month a new invoice appears in the status you picked.
Plans differ in scope, and parts of this page need a higher plan; our sales team can tell you which one fits your company.
3. Landscaping Accounting Software in Saudi Arabia: six tasks in your books
Behind every garden you hand over, accounts pile up: seedlings in stock, materials you buy for the site, monthly maintenance contracts, and customers who pay in stages. These are six tasks Qoyod takes on for a landscaping company.
Design and installation are services, a seedling is a product
Set up the design and the installation as the “Service” type: neither is stored, both are sold only, and each carries its own default selling price, revenue account, unit of measure and tax. Add the seedlings as a product at their selling price, then list all three on one sales invoice, changing the unit price on any line when you agree a different figure.
Seedlings and materials with their balance
Make seedlings, soil and irrigation pipes stored items, so your inventory goes up with each purchase invoice from the nursery or supplier and down with each sales invoice that sells them. If seedlings die before planting and the real count falls below your books, enter the actual quantity in an inventory count. For every item, the product cost and margin report gives the available quantity and the average unit cost; it relies on purchases and stock being switched on. Stored products, purchase invoices and inventory counts depend on your subscription.
A project for every garden you install
Add every garden you install as a project in Tasks and projects, and choose it under “Additional information” on the sales invoice and on every purchase invoice that belongs to it, then view the income statement filtered by that project from “Advanced analysis” to see that garden’s figures alone. If you pay a haulage charge for soil, define the haulage as an “Expense” in Products and costs before you add it as a line on the purchase invoice. Projects, purchase invoices and expenses are available depending on your subscription, so ask sales about them.
The maintenance contract as a recurring transaction
Once the contract’s first monthly invoice is approved, go to Recurring transactions under Accounting and add a new one: pick monthly as the recurrence type, enter the recurrence start date, let it end on a chosen date or after a maximum count, and attach the invoice as the document. Qoyod has no direct feature for adding contracts, so the documented route is to keep the contract as a project holding its number, start and end dates and value, with its invoices linked to it. Recurring transactions and projects are available depending on your subscription.
A quotation for a garden before the work
When a villa owner or a compound’s management asks for the price of the design and installation before deciding, hand them a quotation with an expiry date, either sent to them or saved as a PDF, and convert it into a sales invoice when its status is approved. Stock stays untouched until the conversion, and if the stored seedlings fall short of the quoted quantity the quotation will not convert. Quotations depend on your subscription; if you prefer paper, use our price quote template.
The customer’s account and what they have paid
Issue the compound’s management or the company a credit sale invoice, then log each payment as a receipt against that invoice, for the whole amount or a part, and watch the balance in the customer statement. The customer ageing report, which compares your receivables between periods, depends on your subscription. Per-customer price lists are not supported in Qoyod, so a special price agreed with a compound is entered on the invoice line.
4. Landscaping invoices and the Zakat, Tax and Customs Authority
A villa owner or a company?
The customer decides the type of invoice, not the kind of garden work.
- For an individual 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 service and product has a default tax that you choose from the taxes defined for your business; it shows on the invoice line and you can change it there. The standard rate of VAT in the Kingdom is 15%. At the end of the period, the VAT return form report collects the figures from your invoices, then 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 garden figures, between you and your accountant
Your accountant, or the accounting firm you work with, sees the same books you see in Qoyod: you ask about customers and contracts, and they review the documents and reports.
What you follow
- Each customer’s balance in the customer statement.
- Where each quotation you sent stands, depending on your subscription.
- Your recurring maintenance contracts and their status: scheduled, active or completed, depending on your subscription.
- The available quantity of each seedling and material item, depending on your subscription.
What your accountant reviews
- Every document: sales invoices, purchase invoices (depending on your subscription), receipts and credit notes.
- An income statement per project (depending on your subscription), plus the balance sheet and trial balance.
- The VAT return form report when each period closes.
- Reports exported as Excel or PDF.
Your accountant can have a user account in Qoyod with the role and permissions you grant, depending on the number of users in your subscription.
6. Other Qoyod products
The books live in Qoyod Accounting; your planting crews and office staff have Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a landscaping company with workers 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 villa owner, and which to a company?
A villa owner 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 them. Phase 2 linkage with the Authority is available depending on your subscription.
How do I put the design, the seedlings and the installation on one invoice?
Under Products and costs, create the design and the installation as “Service” products, each given a default selling price, a revenue account and a tax, and create the seedlings as a product at their selling price. On a new sales invoice, enter the design as the first line, then use Add more for the seedlings and the installation, and edit any unit price you agreed differently with the customer.
How do I issue the monthly maintenance invoice without writing it every month?
After you approve the first month’s invoice, go to Accounting, then Recurring transactions, and press Create recurring transaction. Pick monthly as the recurrence type, enter the recurrence start date, end it by a date or a maximum count, attach the invoice as the document, and decide whether new invoices are created as draft, pending approval or approved. Recurring transactions are available depending on your subscription.
How do I record money a customer pays before the installation starts?
From the Sales menu, choose Customer receipts and create a receipt in the customer’s name for the amount collected. The receipt stays unused while it is not allocated to an invoice; once you issue the garden’s invoice, press Pay and apply the receipt to part of it.
Does Qoyod assign workers to sites and schedule maintenance and irrigation?
Qoyod is accounting software, and this page covers invoices, receipts and customer balances, plus stock and projects depending on your subscription. Assigning workers to sites and scheduling maintenance or irrigation are not things this page shows, so ask our sales team what suits your company.
Does the free trial include stock, quotations and maintenance contracts?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include stored products, suppliers, purchase invoices, expenses, inventory counts, quotations, recurring transactions, projects or the customer ageing report, nor Phase 2 linkage with the Authority. These depend on your subscription. Each subscription covers a different scope, so ask sales which one suits your company.
So a landscaping company’s accounts stay in one place: the design, the seedlings and the installation, what the customer pays, and the maintenance invoice every month.
