The treatment and the bait stations on one sales invoice, and what the homeowner pays on a receipt that settles part of it.
Whether you treat a villa for termites or spray an apartment for cockroaches, the treatment goes on the same invoice as a priced service.
Pest Control Accounting Software in Saudi Arabia starts with one invoice for everything done at the house: the treatment itself and the bait stations your team leaves behind. In Riyadh, Jeddah or Dammam, the team finishes, the villa owner pays part of the amount and settles the rest later. In Qoyod, add each treatment as a “Service” product and the bait station as a product, put them on one sales invoice, then record what the customer pays with a receipt against that invoice.
1. Where do a pest control company’s numbers slip away?
Before you pick accounting software for a pest control company, look at where figures escape you today: bait stations that stay with the customer and never make it onto the invoice, pesticides that leave with the teams every morning while no one knows the balance, monthly contracts invoiced whenever someone remembers, and a compound whose payments get mixed up between months.
Bait stations with no line
The team leaves six rodent bait stations in the villa’s yard, then the invoice lists the spraying alone, and the customer never pays for them.
With Qoyod: set up the bait station as a product with its price, and put it on the same invoice next to the treatment.
Pesticides with no known balance
You buy pesticide containers from the supplier by the dozen, the teams take them out to sites every morning, and then no one can say how much is left in the store.
With Qoyod: make pesticides stored items whose balance rises with each purchase invoice, and enter the actual quantity in an inventory count, depending on your subscription.
A monthly contract with no invoice
You hold monthly pest control contracts with restaurants and residential compounds, and each contract’s invoice waits for someone to remember it at month end.
With Qoyod: turn the contract invoice into a monthly recurring transaction, depending on your subscription.
A compound that pays in parts
The compound’s management settles what it owes over several payments, and the payments get mixed up between monthly invoices until you cannot tell which month is paid.
With Qoyod: log each payment as a receipt against its own invoice, and check the balance in the customer statement.
2. A residential compound contract, from quotation to pesticide count
A residential compound’s management asks for a monthly pest control contract for its buildings. Follow the contract in five stops; each stop writes a line on the journey card.
Stop 1: The compound asks for a quotation
Send the management a quotation for the month’s treatment with an expiry date, and convert it into a sales invoice once its status is approved.
Stop 2: You buy pesticides from the supplier
Record the purchase invoice with the quantity of pesticide and the unit price, and its stock balance rises because it is a stored item.
Stop 3: The first month’s treatment is done
Issue a credit sale invoice for the treatment; it stays on credit until you log a receipt against it for what the management pays.
Stop 4: The invoice repeats every month
Approve the first month’s invoice, then make it the document of a monthly recurring transaction, and each month’s invoice appears in the status you set.
Stop 5: You count the pesticides at month end
Enter the actual quantity of pesticide in an inventory count; the difference from its book balance appears and is posted to the cost account you chose for short quantities.
Plans differ in what they cover, and some of what this page shows needs a higher plan; our sales team will tell you which one fits your company.
3. Pest Control Accounting Software in Saudi Arabia: from the invoice to the pesticide count
Every treatment your teams finish leaves a mark in the books: a service sold, pesticide gone from the store, a contract that repeats, and a customer who pays in parts. These are six tasks Qoyod takes on for a pest control company.
The treatment is a service, the bait station a product
Set up each treatment you sell, such as crawling-insect spraying or termite treatment, as a product of the “Service” type: it is not stored, it is sold only, and it carries its own default selling price, revenue account, unit of measure and tax. Add the bait station as a product at its selling price, then put it with the treatment on one sales invoice, changing the unit price on any line when you agree a different figure with the customer.
Pesticides as stored items
Make pesticides and bait stations stored items, so your inventory rises with each purchase invoice from the supplier, and the stations go down when you sell them on a sales invoice, depending on your subscription. 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.
What the teams use shows up in the count
Qoyod has no direct stock issue voucher, so the pesticide your teams take to sites stays in its balance until you count the store. Create an inventory count for the store’s location, depending on your subscription, choose the cost account for short quantities, and enter the actual quantity of each pesticide; the difference appears at average cost and is posted to the account you chose. If you want a dedicated account for pesticides used, add it first to the chart of accounts under operating expenses. You can also link the count to a project under “Additional information”, depending on your subscription.
The monthly contract as a recurring transaction
Approve the contract’s first monthly invoice, then open Accounting and choose Recurring transactions to create one, depending on your subscription. Its fields are the recurrence type (monthly here), the recurrence start date and an end that is either a date or a maximum count, with the approved invoice attached as the document. Because Qoyod offers no direct way to add contracts, the documented alternative is a project that holds the contract’s number, start and end dates and value, with its invoices linked to it, depending on your subscription.
A quotation for a building or a compound
A building’s or a restaurant’s management wants the price of the pest control before signing, so give them a quotation, depending on your subscription, that carries an expiry date, send it or save it as a PDF, and once it is approved, convert it into a sales invoice. Stock does not move with the quotation before the conversion, and a quotation for more bait stations than you hold in stock will not convert. If you prefer paper, use our price quote template.
The compound’s account and what it has paid
Selling to the compound’s management or the restaurant on credit leaves the invoice on credit until a receipt is logged against it; record one each time they pay, whether the full amount or part of it, and the customer statement shows the balance. 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. Pest control invoices and the Zakat, Tax and Customs Authority
A homeowner or a restaurant?
The invoice type follows the buyer, not the kind of treatment.
- 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 restaurant, a company or a government body: a tax invoice that the Authority clears first, before it reaches the customer.
The tax on the treatment line
Each service and each product carries 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%. When the period closes, the VAT return form report gathers 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 pest control accounts, between you and your accountant
The books your accountant or accounting firm opens in Qoyod are the ones you open too: you ask about contracts and customers, 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.
- Each recurring contract and where it stands: scheduled, active or completed, depending on your subscription.
- The available quantity of each pesticide, 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 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 company’s accounts live in Qoyod Accounting, while your technicians’ payroll and attendance live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a pest control 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 homeowner, and which to a restaurant or a company?
A homeowner is an individual customer, so you issue a simplified tax invoice, reported to the Authority within 24 hours of issue. A restaurant, a company or a government body receives 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 treatment and the bait stations on one invoice?
Under Products and costs, create each treatment as a “Service” product with a default selling price, a revenue account and a tax, and create the bait station as a product at its selling price. On a new sales invoice, enter the treatment as a line, then use Add more for the bait stations with their quantity, and edit any unit price you agreed differently with the customer.
How do I issue the monthly contract invoice without writing it every month?
Approve the first month’s invoice, then from Accounting open Recurring transactions, depending on your subscription, and press Create recurring transaction. Set the recurrence type to monthly, give a recurrence start date and an end (a date or a maximum count), attach the approved invoice as the document, and choose whether new invoices are created as draft, pending approval or approved.
How do I record the pesticide my teams use on site?
Qoyod has no direct stock issue voucher. Under Products and costs, choose Inventory count, depending on your subscription, create a count for the store’s location, choose the cost account for short quantities, then enter the actual quantity of each pesticide; the difference appears and is posted to that account.
Does Qoyod schedule team visits and assign technicians to sites?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus quotations, purchase invoices, stock, inventory counts and recurring transactions depending on your subscription. Scheduling visits and assigning technicians to sites are not things this page shows, so ask sales what suits your company.
Does the free trial include stock, quotations and pest control contracts?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include stored products, suppliers, purchase invoices, inventory counts, quotations, recurring transactions, projects or the customer ageing report, 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 company.
So a pest control company’s accounts come together in one place: the treatment and the bait stations on one invoice, every customer payment on a receipt, and a statement for every compound.
