Materials and labour hours on one invoice, and surplus materials credited back with a credit note.
Whether your customer is a homeowner or a main contractor, the pipes and breakers are lines and the labour is a service you charge by the hour.
Plumbing and Electrical Accounting in Saudi Arabia starts with one invoice that carries what you fitted and the hours you worked on it. At a plumbing and electrical company in Riyadh, Jeddah or Dammam, the rough-in work on a villa ends, you charge the owner for pipes, breakers and labour hours, and some pipes are left over. Add the materials in Qoyod as products and the labour as a service measured by the hour, and issue one sales invoice with all of them. If surplus materials come back, issue a credit note for their quantity, and the customer’s balance falls by their value.
1. Where do a plumbing and electrical company’s numbers leak?
Before you choose accounting software for a plumbing and electrical company, trace where your numbers leak today: materials on an invoice and hours in a notebook, pipes left over from the job, purchases from the supplier with no balance you can see, and a finished villa whose costs you cannot add up.
Materials on an invoice, hours in a notebook
The office writes the prices of pipes and breakers on an invoice, the foreman logs the technicians’ hours in a notebook, and the customer gets two figures for one job.
With Qoyod: add the materials as products and the labour as a service charged by the hour, and put them all as lines on one sales invoice.
Pipes left over from the job
You charge the owner for the materials you estimated, some of them are never fitted, and you take them off their account on a sheet the accountant never sees.
With Qoyod: issue a credit note for the surplus quantity from the same invoice, so the customer’s balance falls by its value and the original invoice stays as it is.
Purchases with no balance
You buy materials on credit from the plumbing supplies wholesaler and know neither how much is left in the store room nor how much you owe the supplier.
With Qoyod: record the purchase invoice in the supplier’s name, so the balance of your stored materials rises and what you owe shows on their account, depending on your subscription.
A finished villa, its numbers scattered
The work on a villa ends, and the invoices for its materials and the subcontractor’s invoice are spread across files.
With Qoyod: make every villa a project and link its sales and purchase invoices to it, depending on your subscription.
2. One villa in your books: from the quotation to the last payment
Follow the rough-in work on one villa, from the quotation to the last amount the owner pays, in five stops that each add one line to the journey card.
Stop 1: The owner asks for a quotation
Give them a quotation for the materials and labour hours with an expiry date, then turn it into a sales invoice once it is approved.
Stop 2: The materials arrive from the supplier
Record the purchase invoice in the supplier’s name, so the balance of pipes in stock rises and what you owe them shows.
Stop 3: The rough-in ends and the invoice goes out
Issue a credit sale invoice with the materials as lines and the labour hours as a service, and it stays on the owner’s account until they pay.
Stop 4: Surplus pipes come back
From the invoice press Return invoice, keep only the pipes line with the surplus quantity, then allocate the credit note to the invoice.
Stop 5: The owner pays the rest
Record what they pay with a receipt against the invoice, and it is paid once the credit note has taken off the value of the returned materials.
Each plan’s scope differs, and some capabilities on this page need a higher plan, so check what fits your company with our sales team.
3. Plumbing and Electrical Accounting in Saudi Arabia: what Qoyod covers in your company
Between the supplier, the site and the customer, many accounts pass through a plumbing and electrical company. Here are six jobs Qoyod covers in it.
Materials are products, hours a service
Add pipes, breakers and cables as products with their selling prices, and add the labour as the “Service” type with the hour as its unit of measure: it is not stored and is only sold, with a default selling price and a revenue account that you set, and it has its tax. Then put them all as lines on one sales invoice; on the service line you enter the number of hours as the quantity, and you can change the unit price on the invoice.
A credit note for surplus materials
From the invoice press Return invoice, and a credit note is created with its details; then delete the lines that did not come back and change the quantity to what was actually left over. The customer’s balance falls by the value of the note, the original invoice is kept, not deleted, and “Returned” shows beside its status. If the material is a stored item, its quantity goes back into stock, and stored items are available depending on your subscription.
Store-room materials with their balance
Set up the materials you keep in the store room as stored products, so your inventory balance rises when you record a purchase invoice from the supplier and falls when you sell the material on a sales invoice. The product cost and margin report shows, for each material, the available quantity and the average unit cost, and it needs purchases and stock switched on, depending on your subscription.
The supplier’s account and invoices
Record the purchase invoice in the name of your materials supplier, and pay what you owe in full or in parts from Supplier vouchers. Follow your payables in each supplier’s statement, and what is left for your suppliers in the supplier ageing report. Purchase invoices, suppliers and the supplier ageing report are available depending on your subscription.
Every villa a project
Add every villa or building you work on as a project in Tasks and projects, and choose the project from Additional information on the sales invoice and the purchase invoice. Then open the income statement report, press Advanced analysis and choose projects, and the income statement for each project shows in its own column. Projects and purchase invoices are available depending on your subscription, so ask sales about them.
A quotation before the rough-in
When an owner or a main contractor asks for the price of the installation work before deciding, give them a quotation for the materials and labour hours with an expiry date, then turn it into a sales invoice once it is approved. A quotation takes nothing out of stock before it is converted. Qoyod does not support a price list for each customer, so if you agree another price with a contractor you change it on the quotation or invoice line. Quotations are available depending on your subscription, and for a paper version there is our price quote template.
4. Plumbing and electrical invoices and the Zakat, Tax and Customs Authority
A homeowner or a contractor?
The type of invoice depends on who pays you, not on the type of work.
- For a homeowner: a simplified tax invoice that you hand over at the sale, reported to the Authority within 24 hours of issue.
- For a main contractor, a company or a government body: a tax invoice that the Authority clears first, before it reaches the customer.
Tax on the line and on the credit note
Every product and service has its default tax, chosen from the taxes defined for your business; it shows on the invoice line and can be changed there. The standard rate of VAT in the Kingdom is 15%. When you issue a credit note, its entry reverses the tax on its lines. At the end of the period, the VAT return form report collects your figures, and 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. You on site, your accountant in the books
If your company works with an accountant or an accounting firm, they read in Qoyod the same numbers you follow from one site to the next.
What you follow
- What each owner and contractor still owes, in the customer statement.
- Your quotations and the status of each, depending on your subscription.
- What you owe each materials supplier, depending on your subscription.
- The balance of pipes, cables and other materials in stock, depending on your subscription.
What your accountant reviews
- Sales invoices, credit notes and receipts, and purchase invoices depending on your subscription.
- Income statement, balance sheet and trial balance, and the income statement for each project depending on your subscription.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Add your accountant as a user with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
You keep the company’s books in Qoyod Accounting. For your technicians and workers there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a plumbing and electrical company with technicians and 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 homeowner, and which to a contractor or a company?
A homeowner gets a simplified tax invoice, reported to the Authority within 24 hours of issue; a main contractor, a company or a government body gets a tax invoice that the Authority clears before it reaches the customer. Phase 2 linkage with the Authority is available depending on your subscription.
How do I put materials and labour hours on one invoice?
In Products and costs, press Create products and costs and add each material as a product with its selling price, then add the labour as a product of the “Service” type, choose the hour as its unit of measure, and set the default selling price, the revenue account and the tax. On the sales invoice add the materials as lines, and press Add more to add the labour with the number of hours; change the unit price if you agreed another price with the customer.
How do I take unfitted materials off an invoice I already issued?
In Sales, open Sales invoices, press View beside the invoice, then Return invoice at the bottom of it, and a credit note is created with all its details. Delete the lines that did not come back, change the quantity to the surplus, and save the note. If the invoice is unpaid, press Allocate credit note and allocate it to the invoice; if it is paid, choose Refund to return the money to the customer.
Can I see the numbers of each villa or building on its own?
Yes, if you add every job as a project in Tasks and projects and choose it on the sales and purchase invoices from Additional information. You can then list each project’s invoices with the project filter, and open the income statement report with Advanced analysis to compare projects, each in its own column. Projects and purchase invoices are available depending on your subscription.
Does Qoyod manage work orders and dispatching technicians to sites?
Qoyod is accounting software, and what this page shows is invoices, credit notes and customer balances, plus purchases, stock and supplier balances depending on your subscription. Work orders, dispatching technicians to sites and following them up are not shown here, so ask sales what fits your company.
How do I record a subcontractor who works with me on a villa?
In Purchases, open Suppliers and add the subcontractor as a new supplier, and define their work as an expense in Products and costs. Then create a purchase invoice in their name, choose the project it belongs to, and enter the work and its cost; the amount shows as an expense on the project and as due to the subcontractor. Purchases, the expense item and projects are available depending on your subscription.
That brings a plumbing and electrical company’s numbers together in one place: the materials and labour hours, the surplus materials, and what each customer has paid.
