Swimming Pool Accounting Software in Jordan

A deposit collected on site

The homeowner hands the deposit to the supervisor before digging, and the money stays in the supervisor’s pocket or a receipt book until the accountant asks about it.

With Qoyod: make the deposit a receipt in the homeowner’s name, then use it to settle part of the pool invoice at handover.

Pools in one folder

You build more than one pool in the same month, so the invoices for tiles, pipes and equipment pile up together, and nobody knows what each pool cost.

With Qoyod: record each pool’s contract as a project and choose it on the sales and purchase invoices that belong to it, depending on your subscription.

Chlorine nobody counts

You buy chlorine containers and pool chemicals from the supplier, the maintenance crew takes some every week, and nobody writes down what is left in the store.

With Qoyod: keep chlorine as a stored item, so each purchase invoice adds to it and an inventory count brings it back to what is really in the store.

A late maintenance invoice

The month ends and the crew has serviced the hotel’s pool and the building’s pool, but the contract invoice never went out because nobody remembered it.

With Qoyod: make the maintenance invoice the base of a recurring transaction with a monthly recurrence that creates an invoice every month in the status you chose, depending on your subscription.

The pool is a service, the equipment products

Create the construction as a “Service” product, and do the same for other work you sell, like fitting pool lights or retiling. A service is not stored and is only sold; it has its own selling price, revenue account, unit of measure and tax. The pump and the sand filter are products with their selling prices. One sales invoice, for cash or on credit, carries all three lines, and you can change any line’s unit price when the agreed figure differs.

A quotation for the homeowner

Before deciding, a homeowner or a hotel’s management wants a price. Issue a quotation that expires on a date you set, send it or keep it as a PDF, and once its status is approved, turn it into a sales invoice. If the quotation lists more pumps than your stock holds, it cannot be converted.

The deposit and the customer’s account

Open Customer receipts and enter the deposit as a receipt for the homeowner before any invoice exists; its status is unused until it is allocated. At handover, press Pay on the pool invoice and let that receipt cover part of it; each later payment is another receipt against the same invoice. His balance appears in the customer statement, and the customer ageing report compares balances between periods. Price lists per customer are not available in Qoyod, so a rate agreed with a particular hotel is typed on the invoice line. For the detail, read our explainer on collecting a credit sale invoice in JoFotara.

A project for each pool contract

There is no direct way to add contracts in Qoyod, so the documented alternative is to record each pool’s contract as a project under Tasks and projects, with its number, start and end dates and value, depending on your subscription. Choose that project under “Additional information” on the sales invoice and on the purchase invoices for the pool, then filter the income statement by the project from “Advanced analysis” to see that pool’s figures alone, depending on your subscription. Anything you buy for the pool without stocking it, such as cement or piping, is first defined as an “Expense” under Products and costs, then added as a line on the purchase invoice.

Chlorine in stock and in the count

Treat chlorine, other pool chemicals and pumps as stored items: purchase invoices add to their quantity, and selling some to a pool owner on a sales invoice takes it down. Qoyod has no direct stock issue voucher, which means the chlorine your crew carries to the pools remains in its balance until the store is counted. In an inventory count for the store’s location, pick the cost account for short quantities and type the actual quantity; the difference shows at average cost and is posted to that account. For each item, the product cost and margin report lists the available quantity and the average unit cost.

Monthly maintenance on an invoice that repeats

Once the first month’s maintenance invoice is approved, go to Accounting, open Recurring transactions and add one, depending on your subscription. Choose monthly as the recurrence type, a recurrence start date, and an end that is a date or a maximum number of recurrences; attach the approved invoice as the document and decide whether the new invoices arrive as drafts, pending approval or approved. The maintenance contract itself can be kept as a project with its invoices linked to it, depending on your subscription.