The repair fee and the spare part on one sales invoice, and the deposit the customer paid before you ordered the part settles some of it.
Whether the phone has a cracked screen or a swollen battery, the labour goes on the invoice as a priced service and the part as a product.
Phone Repair Accounting Software in Saudi Arabia starts with one invoice for what the customer collects: the repair itself and the part you fitted. In Riyadh, Jeddah or Dammam the customer leaves the phone and pays a deposit so you can order the part, then pays the rest on pickup. In Qoyod, add the labour as a “Service” product and the part as a product, record the deposit as a receipt in the customer’s name, then issue the sales invoice and use that receipt to pay part of it.
1. Where do a phone repair shop’s numbers get lost?
Before you choose accounting software for a phone repair shop, look at the front counter: a deposit scribbled on a slip, one price per repair that never splits the fee from the part, screens and batteries that sell with nobody knowing how many are left, and companies whose staff phones you fix on an account kept in a notebook.
A deposit on a slip of paper
A customer pays a deposit so the shop can order a screen it does not stock, and the front desk writes the amount on a slip that goes missing before the phone is collected.
With Qoyod: record the deposit as a receipt in the customer’s name, and use it to pay part of the repair invoice once you issue it.
One price for the whole repair
You quote a single price for the job without splitting the labour from the cost of the part, so you cannot tell which one carried the revenue.
With Qoyod: set the labour up as a “Service” product and the part as a product, and put each on its own line of the same invoice.
Screens with no balance
You buy screens and batteries from one supplier or several and sell them every day, then wonder how many are left before you reorder.
With Qoyod: keep the screen and the battery as stored items that each purchase invoice adds to and each sales invoice takes from, depending on your subscription.
A company account in a notebook
You repair the phones of a company’s staff and chase the company at month end, so its account lives in a notebook and you cannot see what it has paid and what it still owes.
With Qoyod: issue it a sales invoice on credit, record every payment as a receipt against it, and open the customer statement to see its balance.
2. A screen repair, from drop-off to the shelf count
A customer leaves a phone with a cracked screen in your shop, and the right screen is not on the shelf. Follow the job in five stops; each stop adds a line to the journey card.
Stop 1: The customer leaves the phone and pays the deposit
Record a receipt in his name for the deposit before any invoice exists; it stays unused until you allocate it to an invoice.
Stop 2: You order the screen from the supplier
Enter, depending on your subscription, the supplier’s purchase invoice with the number of screens and the unit price; as stored items, their quantity in stock goes up.
Stop 3: The customer collects the phone
Issue the sales invoice for the repair fee and the screen, and use the deposit receipt to pay part of it, so it stays partially paid until the customer settles the rest.
Stop 4: A company sends its staff phones
Issue it a sales invoice on credit for the number of phones and the fee for each, and record every payment you receive as a receipt against the same invoice.
Stop 5: At month end, review what the parts cost
Open the product cost and margin report to see the screen’s average unit cost and available quantity, then compare in an inventory count the pieces on the shelf with the balance; both need purchases and stock to be switched on, which depend on your subscription.
Each plan has its own scope, and some of what this journey shows needs a higher plan; our sales team can point you to the one that fits your shop.
3. Phone Repair Accounting Software in Saudi Arabia: six tasks from the deposit to the count
Every phone you repair leaves a mark in the books: a deposit collected, a fee and a part sold, a parts balance that falls, and a company account that waits for payment. Here are six tasks whose accounts Qoyod keeps.
The fee is a service, the part is a product
Set up screen replacement, battery replacement, a diagnostic check and any other work you sell as products of the “Service” type: they are not stored, they are sold only, and each carries its own default selling price, revenue account, unit of measure and tax. Add the screen, the battery and the screen protector as products at their selling prices, then put the fee and the part as two lines on one sales invoice with Add more, changing the unit price on any line when you agree a different figure with the customer. The invoice can be cash or credit.
The deposit and the receipt
Open Customer receipts from the Sales menu and create a customer receipt for the deposit amount before any invoice exists; its status will read unused for as long as it is not allocated to an invoice. At pickup, press Pay on the repair invoice and pick that receipt to cover part of it; whatever the customer pays afterwards goes in another receipt against the same invoice. The receipts list shows each one’s status: used, partially used or unused.
The ticket number in the line description
When you add a product to an invoice, a “Description” field appears beside its name: optional text where you write what identifies the phone, such as the ticket number, the model or the IMEI. The description shows in the invoice preview and in the PDF, and in print if you add the “Product description” field in the invoice designer, and you can write a different one on each invoice without changing the product itself. It has no effect on the price or on the accounting entries, and it does not appear as a column in the invoices list, so to search it, export the list to Excel and search the Description column.
Spare parts in stock
Treat the screen, the battery and your other spare parts as stored items, depending on your subscription: each purchase invoice from the supplier adds to the item’s quantity, and each sales invoice that sells it takes it down, and Qoyod does not let you sell into a negative balance, so the part has to be in stock before you sell it. The product cost and margin report lists each item’s available quantity and its average unit cost, and it relies on purchases and stock being switched on, which depend on your subscription.
Counting the parts shelf
Qoyod has no direct stock issue voucher, so a part that breaks during testing or goes missing from the shelf keeps its balance until you count. Start, depending on your subscription, an inventory count for the shop’s location, pick the cost account for short quantities and type the quantity actually on the shelf; the difference shows at average cost and is posted to that account.
A company that sends its staff phones
Issue the company a sales invoice on credit for its staff phones and the fee for each one, then record every payment as a receipt against the same invoice, and the customer statement shows its balance. The customer ageing report, which compares your receivables between periods, is available depending on your subscription. Per-customer price lists are not supported in Qoyod, so a price agreed with one company is entered on the invoice line. And if a company returns a stored part, a credit note brings its quantity back into stock, depending on your subscription.
4. Phone repair invoices and the Zakat, Tax and Customs Authority
An individual or a company?
These are the two kinds of tax invoice, by buyer:
- For an individual customer: a simplified tax invoice that you hand over at the sale, and that in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a company or a government body: Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer, and Phase 2 linkage with the Authority is available depending on your subscription.
The tax on every line
Every service and product you define takes a default tax picked from the taxes set up for your business, and that tax appears on the invoice line, where you may change it. In the Kingdom, the standard VAT rate is 15%. When a period ends, the VAT return form report collects your invoice figures, and you file the return yourself on the Authority’s portal.
Phase 2 linkage with the Authority is available depending on your subscription, so ask sales about it.
5. Your shop’s accounts, between you and your accountant
In Qoyod, your accountant or the accounting firm that follows your shop opens the same books you do: you ask about customers and parts, and they review the documents and reports.
What you follow
- Each company’s and each credit customer’s balance in the customer statement.
- The status of every receipt: used, partially used or unused.
- The available quantity and average cost of each part in the product cost and margin report, depending on your subscription.
- The difference the last parts count showed, depending on your subscription.
What your accountant reviews
- Every document: sales invoices, receipts and credit notes, plus purchase invoices and inventory counts depending on your subscription.
- The income statement, the balance sheet and the trial balance.
- The VAT return form report at the end of each period.
- Reports exported as Excel or PDF.
Your accountant can have a user account in Qoyod with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
Qoyod Accounting keeps the shop’s books, while the payroll and attendance of your technicians live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a phone repair shop 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 an individual customer, and which to a company?
Qoyod issues an individual customer a simplified tax invoice that is reported to the Authority within 24 hours of issue, and a company or a government body a tax invoice that the Authority clears before it reaches the customer, both in Phase 2, depending on your subscription.
How do I record the deposit a customer pays before I order the part?
From the Sales menu choose Customer receipts, create a customer receipt in the customer’s name for the deposit amount and save it. The receipt stays unused while it is not allocated to an invoice; when you issue the repair invoice, press Pay on it and settle it from that receipt, in full or in part.
Does Qoyod track each phone by IMEI, and where do I write the ticket number?
No. The serial number in Qoyod is an identification number that is unique to each product, not to each phone. What you can do is type the IMEI or the ticket number as text in the “Description” field beside the product on the invoice line, where it shows in the invoice preview and the PDF and has no effect on the price or the entries.
How do I know what is left of the screens and batteries, and how do I record a part that broke?
Keep the part as a stored item, depending on your subscription, so a purchase invoice adds to its quantity and a sales invoice takes it down. Qoyod has no direct stock issue voucher, so you record a broken part through an inventory count, depending on your subscription: start a count for the shop’s location, pick the cost account for short quantities and enter the actual quantity, and the difference shows and is posted to that account.
Does Qoyod manage repair tickets and the status of each phone in the workshop?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus purchase invoices, stock and inventory counts depending on your subscription. Managing repair tickets and following the status of each phone in the workshop are not shown here.
Does the free trial include stock, purchase invoices and a parts count?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include suppliers, purchase invoices, stored products or inventory counts, nor Phase 2 linkage with the Authority or more than one user. These depend on your subscription. Each subscription covers a different scope, so ask sales which one suits your shop.
So a phone repair shop’s accounts come together in one place: the fee and the part on one invoice, the deposit on a receipt, and a statement for every customer.
