What your office takes in, what it pays for the client, and your fee: each in its own document.
Whether your office is exempt from the invoicing mandate today or required to issue invoices, every amount in a client’s transaction stays in its own document, and one project holds them together.
Accounting software for notary offices in Jordan starts with a single transaction. A client may pay you an advance, you pay amounts to other parties for their transaction, and then you invoice your fee. Open a project for the transaction in Qoyod, record the client’s advance as a voucher in their name, and link to the project what you pay and your fee invoice.
1. Where do one transaction’s numbers scatter?
Before you choose accounting software for a notary office, look at where a single transaction’s numbers live today: what you took from the client, what you paid for them, your fee, and what is left on their account.
Money arrives before the transaction is complete
The client pays an advance, and it blends in with what you took from others.
With Qoyod: it goes in as a receipt voucher in their name with no invoice behind it, and stays “unused” until you allocate it.
Small payments every day
You pay small amounts to different parties across many transactions, and each one comes as a separate slip.
With Qoyod: each payment goes in as a manual journal entry, a purchase invoice or a simple invoice, and you pick the transaction’s project for it.
Your fee next to what you paid for the client
The amount you collect covers your fee and what you paid on the client’s behalf, so you never see your fee on its own.
With Qoyod: define each type of fee as a service with a price you can change on the invoice, so your fee invoice stays separate.
A client who keeps coming back
One client sends you transaction after transaction, and their balances pile up.
With Qoyod: the account statement lists what reached the customer’s account, and the ageing report compares their debts from one period to the next.
2. One transaction in your books: from the client’s advance to the fee invoice
Five stops for one transaction, and a new figure on the numbers card at every stop.
Stop 1: You open a project for the transaction
From “Tasks and Projects” add a project named after the transaction, give it a reference number, a description and an expected end date, and attach the documents that go with it.
Stop 2: The client pays an advance
Create a receipt voucher in their name that is not tied to any invoice, and it shows as “unused” until you allocate it. From “Additional information” you can link the voucher to the transaction’s project.
Stop 3: You record what you pay on the transaction
Enter each amount you pay as a manual journal entry, a purchase invoice or a simple invoice, and set the project in the “Additional information” tab.
Stop 4: You issue your fee invoice
Make your fee a service line at a price you control, set the project in “Additional information”, then allocate the client’s advance to it.
Stop 5: You review the transaction in the reports
In the account statement, filter by the customer and then the project to see what happened on their account within the transaction. In the income statement, choose “Advanced analysis” and filter by the project. Your accountant reviews what shows in the two reports.
3. Accounting Software for Notary Offices in Jordan: what Qoyod covers in your office
Electronic invoicing and integrated accounting in one system. Alongside it, Qoyod handles six more jobs in your office, starting with your fee and ending with the day’s invoice total.
Your fee as a service with a price you can change
Make each type of fee a service: you choose a category, a unit of measure, a default selling price and a revenue account. A service is neither stored nor bought, so it has no purchase price, and you can change its price on the invoice of each transaction.
A project for each transaction you follow
Create a project for each transaction you want to follow, with a name, a description, a reference number you can change and an expected end date, and attach the documents that belong to it. If you make it private, only the users you choose will see it.
What you pay on the transaction
Enter what you pay manually, or record it on a purchase invoice or a simple invoice, then link it to the transaction’s project from “Additional information”. A purchase invoice relies on an expense item defined beforehand in “Products and costs”. Which accounts take what you pay on a client’s behalf is for your accountant to decide.
The client’s advance
What a client pays in advance goes into a receipt voucher in their name, separate from any invoice, and it stays unused until you allocate it to one. To give back an amount the customer paid in advance, use a payment voucher.
The customer’s statement for one transaction
Run the account statement report, then pick the customer and the project in the filter, and it lists only what reached the customer’s account and was linked to that project. Anything not linked to the project is left out. To compare customer debts from one period to another, use the ageing report.
The day’s invoice total and invoice attachments
Filter the sales invoices by today’s date, then export the result to Excel to calculate the total. Attach one file or more to an invoice, while you create it or after, and you find them under “Activities” inside it.
4. Notary offices and the National Invoicing System
Discuss your office’s position with your accountant.
Who must use e-invoicing in Jordan
Whether your office is exempt from the invoicing mandate or required to issue invoices, Qoyod keeps the books for your services, projects, purchases and cash, and it is integrated with the National Invoicing System (JoFotara) for when you need it.
5. Your accountant shares the decision
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 see
- A project for each transaction you follow, and the invoices and payments you linked to it.
- The advance each client paid, and whether you allocated it to an invoice.
- What you have collected and what each customer still owes.
- Each supplier’s balance, and what you have paid.
What your accountant reviews
- Sales and purchase invoices and customer receipts.
- The accounts that amounts paid on clients’ behalf are booked to.
- Income statement, balance sheet, trial balance and ageing reports.
- Report exports to Excel and PDF.
- If your business 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
Your office’s books run on Qoyod Accounting. For your team there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a notary office with a team 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 office branches.
- Leave management.
- Payroll with allowances and advances.
7. Frequently asked questions
Does a notary office 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 tie a client’s advance and what I pay on their transaction to my fee invoice?
Start by adding a project for the transaction in “Tasks and Projects”. Next, record the client’s advance in a standalone receipt voucher in their name. It shows as “unused” until you allocate it to an invoice, and you cannot edit it after saving, but you can link it to the project from “Additional information”. Then enter everything you pay as a manual journal entry, a purchase invoice or a simple invoice, picking the project in “Additional information”. On your fee invoice, add a service line at the price you set, pick the project there too, and allocate the advance to it. Allocation only works when the voucher’s currency matches the invoice currency.
Does Qoyod load what I pay on my client’s behalf onto their invoice?
This page does not cover a way to load what you pay on your client’s behalf onto their invoice, or how those amounts are treated in the books, which is for your accountant to decide. What we do show is your fee invoice with a service line at a price you can change, plus recording what you pay and linking it to the transaction’s project. Ask sales what fits your office.
How do I see one client’s account on one transaction?
In Reports, open “Account statement” and select the debtors account. In the filter type choose customers, then the client, then the project. The report lists the operations that reached the client’s account and carry that same project, and nothing else. The profit and loss report on the project’s own page covers the current year only, so for a transaction that runs longer, take the income statement from Reports, set the period and filter by the project. Tasks and Projects depends on your subscription: if an “upgrade your plan” message appears when you open it, the feature is not part of your current subscription, so ask sales.
Does Qoyod offer a seal or e-signature, or connect to notarial-authority systems?
Qoyod is accounting software, and what we show on this page is invoices, vouchers, projects and purchases. A seal or e-signature, connections to notarial-authority systems, transaction numbering and registers, daily cash closing and calculating transaction fees are not shown here, so ask sales what fits your office.
That leaves every transaction with its own paperwork: a voucher for what you received, an entry or invoice for what you paid, and an invoice for your fee.
