The pool, its pump and its filter on one sales invoice, and the deposit the owner paid before digging settles part of it.
Whether you build a pool for a villa or for a rest house, the construction goes on the invoice as a priced service and the equipment as products.
Swimming Pool Accounting Software in Saudi Arabia starts with an invoice that holds what the owner receives: the pool you built, and the pump and filter you fitted. In Riyadh, Jeddah or Dammam, the villa owner pays a deposit before digging and the rest after handover. In Qoyod, add the construction as a “Service” product and the pump and filter as products, record the deposit as a receipt in the customer’s name, then use it to pay part of the sales invoice.
1. Where do a swimming pool company’s numbers get mixed up?
Before you pick accounting software for a swimming pool company, look at what happens today: a deposit the site supervisor collects that lives in a paper receipt book, purchases for one pool mixed with those of the next, chlorine the maintenance crew carries out every week with nobody knowing the balance, and monthly maintenance contracts invoiced late.
A deposit in a paper receipt book
The villa owner pays a deposit before the diggers arrive, and the supervisor writes a paper receipt that gets lost among the files until handover day.
With Qoyod: record the deposit as a receipt in the owner’s name, and use it to pay part of the pool invoice once you issue it.
A pool with no figures of its own
You build three pools at the same time, the supplier invoices for all of them land in one folder, and you cannot tell what you spent on any single pool.
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 with no balance
You buy chlorine and other pool chemicals by the carton, the maintenance crew takes some out every week, and then nobody can say how much is left in the store.
With Qoyod: keep chlorine as a stored item that each purchase invoice adds to, and bring it back to the real figure with an inventory count, depending on your subscription.
Monthly maintenance waiting for its invoice
You hold monthly maintenance contracts for the pools of hotels, rest houses and residential compounds, and their invoices go out when the accountant remembers, not when the month turns.
With Qoyod: make the first month’s invoice the document of a monthly recurring transaction, depending on your subscription.
2. A villa pool, from quotation to maintenance contract
A villa owner in Riyadh wants a pool in his yard, then monthly maintenance after handover. Follow the order in five stops; each stop adds a line to the journey card.
Stop 1: The owner asks for a quotation
Send him a quotation for the construction, the pump and the filter with the date it expires, and convert it into a sales invoice once its status is approved.
Stop 2: He pays the deposit before digging
Record a receipt in his name for the deposit before any invoice exists; it stays unused until you allocate it to an invoice.
Stop 3: You buy pumps from the supplier
Enter the supplier’s purchase invoice with the pump count and the unit price; as stored items, their quantity in stock goes up.
Stop 4: The owner takes over the pool
Issue the sales invoice for the construction, the pump and the filter, and use the deposit receipt to pay part of it, so it stays partially paid until the owner settles the rest.
Stop 5: Monthly maintenance begins
Approve the first month’s maintenance invoice, then make it the document of a monthly recurring transaction that creates an invoice every month in the status you choose.
Each plan has its own scope, and some of what this journey shows needs a higher plan; our sales team can point you to the one that fits your company.
3. Swimming Pool Accounting Software in Saudi Arabia: six tasks from digging to maintenance
Every pool you build leaves its mark in the books before handover and after it: a deposit collected, equipment bought and sold, chlorine leaving the store, and a maintenance contract that repeats. Here are six tasks whose accounts Qoyod keeps.
Construction is a service, the pump and filter are products
Set up the construction, and any other work you sell such as fitting lights or retiling, as products of the “Service” type: they are not stored, they are sold only, and each carries its own default selling price, revenue account, unit of measure and tax. Add the pump and the filter as products at their selling prices, then put all three as lines on one sales invoice with Add more, changing the unit price on any line when you agree a different figure with the owner.
A quotation before digging
The owner compares more than one company before signing, so send him, depending on your subscription, a quotation with an expiry date, or save it as a PDF, and convert it into a sales invoice once it is approved. Stock does not move with the quotation before the conversion, and a quotation that carries more pumps than you hold in stock will not convert. If you prefer paper, use our price quote template.
The deposit and the owner’s account
From the Sales menu choose Customer receipts and create a receipt in the owner’s name for the deposit before any invoice; it stays unused until you allocate it. When you issue the pool invoice, press Pay and use that receipt to settle part of it, then record what he pays after handover with another receipt against the same invoice; the customer statement shows his balance. The customer ageing report, which compares your receivables between periods, is available depending on your subscription. Per-customer price lists are not supported in Qoyod, so a price agreed with a hotel or a compound is entered on the invoice line.
The pool’s contract as a project with its own figures
Qoyod offers no direct way to add contracts, so the documented alternative is to record each pool’s contract as a project under Tasks and projects, holding the contract number, its start and end dates and its value, depending on your subscription. Choose the project under “Additional information” on the sales invoice and on every purchase invoice for that pool, then view the income statement filtered by the project from “Advanced analysis” to see that pool’s figures alone, depending on your subscription. Anything you buy for the pool and do not stock, such as cement or piping, is first defined as an “Expense” under Products and costs before you add it as a line on the purchase invoice, depending on your subscription.
Chlorine in stock, and what the crew uses in the count
Treat chlorine, other pool chemicals and pumps as stored items, depending on your subscription: each purchase invoice from the supplier adds to their quantity, and selling some to an 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. Start, depending on your subscription, 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. The product cost and margin report lists each item’s available quantity and average unit cost, and it relies on purchases and stock being switched on.
The monthly maintenance contract as a recurring transaction
Approve the first month’s maintenance invoice, then open Accounting, choose Recurring transactions and create a new one, depending on your subscription. Set the recurrence type to monthly, give a recurrence start date and an end that is a set date or a maximum count, attach the approved invoice as the document, then choose whether new invoices are created as draft, pending approval or approved. You can also record the maintenance contract itself as a project and link its invoices to it, depending on your subscription.
4. Swimming pool invoices and the Zakat, Tax and Customs Authority
A villa owner or a hotel?
These are the two kinds of tax invoice, by buyer:
- For an individual customer: a simplified tax invoice that you hand over at the sale, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a hotel, a company or a government body: Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer, and Phase 2 linkage with the Authority is available depending on your subscription.
The tax on every line
Every service and product you define takes a default tax picked from the taxes set up for your business, and that tax appears on the invoice line, where you may change it. In the Kingdom, the standard VAT rate is 15%. When a period ends, the VAT return form report collects your invoice figures, 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. Your pool accounts, between you and your accountant
In Qoyod, your accountant or the accounting firm that follows your company opens the same books you do: you ask about owners and contracts, and they review the documents and reports.
What you follow
- Each owner’s and each hotel’s balance in the customer statement.
- The status of every receipt: used, partially used or unused.
- Each pool’s figures in the income statement filtered by its project, depending on your subscription.
- Each recurring maintenance contract and where it stands: scheduled, active or completed, 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 at the end of each period.
- Reports exported as Excel or PDF.
Your accountant can have a user account in Qoyod with the role and permissions you set, depending on the number of users in your subscription.
6. Other Qoyod products
Qoyod Accounting keeps the company’s books, while the payroll and attendance of your construction workers and maintenance technicians live in Qoyod HR, a separate product on its own subscription.
Qoyod HR
For a swimming pool company with workers and 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 villa owner, and which to a hotel or a company?
As an individual customer, the villa owner gets a simplified tax invoice, which in Phase 2 is reported to the Authority within 24 hours of issue, depending on your subscription. For a hotel, a company or a government body, Qoyod issues a tax invoice that the Authority clears before it is delivered to them; Phase 2 linkage with the Authority is available depending on your subscription.
How do I record the deposit an owner pays before digging?
From the Sales menu choose Customer receipts, create a customer receipt in the owner’s name for the deposit amount and save it. The receipt stays unused while it is not allocated to an invoice; when you issue the pool invoice, press Pay on it and settle it from that receipt, in full or in part.
How do I issue the monthly maintenance invoice without writing it every month?
Start by approving the first month’s maintenance invoice. Then, depending on your subscription, go to Accounting, open Recurring transactions and click Create recurring transaction. Choose monthly as the recurrence type, add a recurrence start date and an end (a date or a maximum count), attach the approved invoice as the document, and decide whether new invoices arrive as draft, pending approval or approved.
How do I record the chlorine the maintenance crew uses?
Qoyod does not offer a direct stock issue voucher. Depending on your subscription, go to Products and costs, open Inventory count and start a count for the store’s location; pick the cost account for short quantities and type the chlorine you actually have. The difference shows up and is posted to that account.
Does Qoyod organise maintenance visits and assign technicians to pools?
Qoyod is accounting software, and this page covers sales invoices, receipts, credit notes and customer balances, plus quotations, projects, purchase invoices, stock, inventory counts and recurring transactions depending on your subscription. Organising maintenance visits and assigning technicians to pools are not shown here.
Does the free trial include stock, quotations and maintenance contracts?
No. The free trial starts with accounting, sales invoices, customer receipts and credit notes. It does not include quotations, suppliers, purchase invoices, expenses, stored products, inventory counts, 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 swimming pool company’s accounts come together in one place: the construction and the equipment on one invoice, the deposit on a receipt, and a statement for every owner.
