Everything in your client’s move is a line with its price on one invoice, and the deposit is a receipt before moving day.
The move, the disassembly and assembly and the boxes, home to home or office to office, are lines on one sales invoice.
Moving Company Accounting Software in Saudi Arabia begins with a single invoice carrying every item the client agreed to for the move. In Riyadh, Jeddah or Dammam, a client asks you to move their home, take the furniture apart and reassemble it, and bring packing boxes, paying a deposit before moving day and the rest after delivery. In Qoyod, the services and the boxes go on one sales invoice, and the deposit is a receipt for the client before that invoice exists.
1. From the survey visit to delivery: where a mover’s numbers leak
Before you choose accounting software for a furniture moving company, follow what a single move leaves behind: a sum written on the back of the survey sheet, a deposit that only shows on the bank statement, cash you handed the truck owner, and crew wages that nothing ties to the client’s invoice.
The move’s sum on the back of a sheet
The client agrees on the move, taking apart the wardrobes and beds, and the number of boxes, and the sum stays handwritten on the survey sheet.
With Qoyod: set up each service as a “Service” product and the boxes as a product you sell, then list them together on one sales invoice.
A deposit in a bank transfer
The client transfers the deposit to hold the moving day, and your books keep no trace of it except the bank statement.
With Qoyod: enter it as a receipt for the client; it shows Unused until you apply it to part of the move’s invoice.
The truck and the crew with no invoice
You pay the truck owner and the loading crew on moving day itself, and what you paid never reaches a ledger.
With Qoyod: record each amount as a simple invoice in the supplier’s name with the expense account, depending on your subscription.
A move is done, and its numbers are not clear
What the client paid sits in one place and what you paid for the truck and the crew in another, so you never see the move’s figures together.
With Qoyod: add the move as a project and link the client’s invoice and the expense invoices to it, depending on your subscription.
2. A furniture move in your books: from the survey visit to the last box
A single move goes through five stops in your books, and the journey card keeps the amount from each one.
Stop 1: The client asks for a quotation after the survey
After the home visit, prepare a quotation listing the move, the disassembly and assembly and the boxes, with an expiry date; send it or download it as a PDF, and turn it into a sales invoice when it is approved.
Stop 2: The client pays the deposit
Enter the deposit as a receipt for the client. No invoice holds it yet, so its status is Unused.
Stop 3: Moving day and the truck invoice
Record the truck rental as a simple invoice in the owner’s name with the expense account, and link it to the move’s project.
Stop 4: The loading crew’s wages
Record what you paid the crew supplier as another simple invoice in their name, and link it to the same project.
Stop 5: After delivery, the invoice goes out
After delivery, raise the sales invoice for the move’s lines and use Pay to apply the deposit receipt to it; the invoice shows Partially paid until the client settles the rest.
The scope of each plan differs, and some capabilities on this page need a higher plan, so check what fits your company with our sales team.
3. Moving Company Accounting Software in Saudi Arabia: what Qoyod covers in your company
Between the client who pays you and the truck owners and crews you pay, the accounts of every move pass through your company. Here are six jobs Qoyod covers there.
Every line of the move with its price
Set up the move and the disassembly and assembly in Qoyod as products of type “Service”. A service is never stored or bought, only sold, and carries a default selling price, a revenue account, a tax and a unit of measure of your choosing: a move, an hour or a piece. The boxes you hand to the client are a product you sell, counted by the box; following their quantities in stock needs stored products, which come depending on your subscription. Every line then sits on one sales invoice, and any line’s unit price can be changed when the deal differs.
A quotation after the survey visit
When the survey is done, build the client a quotation, depending on your subscription, from the move’s lines with an expiry date, then send it or download it as a PDF. If it becomes Approved, you turn it into a sales invoice and its status reads Invoiced. For a paper version there is our price quote template.
The deposit, then the rest
A deposit taken before the invoice is entered as a receipt and keeps the status Unused while no invoice holds it. Once the move’s invoice exists, Pay lets you apply the receipt to part of it, which marks the invoice Partially paid; what the client pays after delivery goes on a second receipt.
The truck and the crew as expenses
Record the truck rental and the loading crew’s wages, depending on your subscription, as a simple invoice in each supplier’s name, where you choose the expense account instead of products, and one invoice can carry more than one expense account. Then pay it with a new voucher, or with an earlier one if you paid that supplier before, depending on your subscription.
The move as a project
A single move’s figures have an alternative route in Qoyod: create a project for the move under Tasks and projects, depending on your subscription, and pick it in the Additional information tab of the client’s invoice and of the truck and crew invoices. Filter the income statement by that project from Advanced analysis, and only what you linked to it shows; projects are available depending on your subscription, so ask sales about them.
A company that pays after its office move
When a company moving its offices pays after delivery, make its invoice a credit one, watch its balance on the customer statement, and compare receivables across periods in the customer ageing report, depending on your subscription.
4. Moving invoices and the Zakat, Tax and Customs Authority
A home or an office?
As a rule, the type of invoice follows the type of client.
- For an individual moving their home: a simplified tax invoice that you hand over to them, reported to the Authority within 24 hours of issue.
- For a company or a government body moving its offices: a tax invoice that the Authority clears first, before it reaches the client.
A tax on every line
Each service or product carries a default tax picked from your business’s taxes, shown on the invoice line, where you can change it. In the Kingdom, the standard VAT rate is 15%. The VAT return form report gathers your invoice figures at the close of the period, 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. You follow the moves, your accountant reviews the books
Where your company works with an accountant or an accounting firm, they open the same figures in Qoyod that you do, and each of you reads them for a different reason.
What you follow
- The quotations you sent and the status of each, depending on your subscription.
- Each client’s deposit, and what is left on the customer statement.
- What you paid for trucks and crews on simple invoices, depending on your subscription.
- The figures of each move you linked its invoices to, depending on your subscription.
What your accountant reviews
- Sales invoices and customer receipts, and simple invoices depending on your subscription.
- The 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.
Your accountant joins as a user with the role and permissions you choose, within the number of users your subscription allows.
6. Other Qoyod products
You keep the books of your moves in Qoyod Accounting. For your permanent drivers, crew and office team there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a furniture moving company with a team 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 client moving their home, and which to a company moving its offices?
If the client is an individual moving home, issue a simplified tax invoice, which is reported to the Authority within 24 hours of issue. If it is a company or a government body, issue a tax invoice, which the Authority clears first and only then reaches the client. Phase 2 linkage with the Authority is available depending on your subscription.
How do I put the move, the disassembly and assembly and the boxes on one invoice?
In Products and costs, set up the move and the disassembly and assembly as “Service” products, each with a default selling price, a revenue account, a unit of measure and a tax, and the boxes as a product you sell. Open a new sales invoice, pick the first line, fill in the others with Add more, and edit the unit price on the line where the deal differs.
How do I record the deposit before moving day?
Open Customer receipts from the Sales menu and create a customer receipt for the client with what you collected. With no invoice allocated, its status is Unused. After delivery, open the move’s invoice, press Pay and apply the receipt to part of it.
How do I record the truck rental and the crew’s wages?
Open Simple invoices under Purchases, depending on your subscription, choose the truck owner or the crew supplier, then the expense account instead of products; one invoice can carry more than one expense account. Link it to the move’s project if you wish, then pay it with a supplier voucher; projects and supplier vouchers are available depending on your subscription.
Does Qoyod schedule moves and track the trucks?
Qoyod is accounting software, and what we show on this page is invoices, customer receipts and client balances, plus quotations, suppliers, simple invoices and projects depending on your subscription. Scheduling moving dates, assigning trucks and crews and following them on the road are not shown here, so ask sales what fits your company.
Can I see each move’s figures on their own?
Through an alternative route in Qoyod, depending on your subscription: create a project for the move, select it in the Additional information tab of the sales invoice and of the truck and crew invoices, then filter the income statement by that project from Advanced analysis. Whatever you leave unlinked stays out of the project’s figures; projects are available depending on your subscription, so ask sales about them.
That is how a move’s accounts come together in one place: its lines on one invoice, the client’s deposit on its receipt, and what you paid for the truck and the crew on their invoices.
