The tire and its fitting go on one invoice, and the puncture repair on an invoice of one line.
A fleet company buys four tires and pays at the end of the month, and a driver pulls in with a punctured tire and pays on the spot.
Tire Shop Accounting Software in Saudi Arabia starts with the invoice that holds the tires and the work done on them. At a shop in Riyadh, Jeddah or Dammam you add the tire as a product with a quantity of four, add fitting and balancing as two services with the same quantity, and write the tire size in the description field, so one sales invoice carries it all. Puncture repair is a service with a default selling price: you issue an invoice of one line for it and record the payment with a receipt into the cash box.
1. Where do a tire shop’s numbers go missing?
Before you choose accounting software for a tire and puncture shop, look at where your numbers go missing today: the price of the tire on one slip and the fitting fee in the drawer, cash puncture repairs that nobody writes down, a fleet company’s account in a notebook, and the cost of each size in the owner’s head.
The tire on one slip, the fee in the drawer
The shop sells the tire at one price and takes the fitting and balancing fee in cash afterwards, so no invoice holds both, and the accountant cannot tell what a single customer paid.
With Qoyod: add the tire as a product and fitting and balancing as services, and issue one sales invoice with a quantity of four on each line.
Cash puncture repairs with no trace
The worker repairs a puncture in minutes, takes the fee and drops it in the drawer, so many small amounts pass through every day and none of them shows in the books.
With Qoyod: set up puncture repair as a service with a default selling price, issue an invoice of one line for it, and record the amount with a receipt into the cash box.
A company’s account in a notebook
A fleet company takes tires and services through the month and pays at the end of it, so the shop writes down what it owes in a notebook and adds it up with a pencil.
With Qoyod: leave the company’s invoice without a receipt so it stays on credit, record its payment with a receipt, and open the customer statement report to see its invoices, receipts and balance due.
The cost of each size in your head
Tire shipments reach the shop from the distributor at different prices, and the owner does not know how many of each size are left or what they cost.
With Qoyod: set each size up as a stored item and record its shipments on purchase invoices, then read the available quantity and the average unit cost in the product cost and margin report, depending on your subscription.
2. From a tire shipment to the end of the month: five stops in your books
One shipment of tires travels through five stops between the day it arrives and the end of the month, and each stop adds a row to the journey card.
Stop 1: A shipment of tires arrives from the distributor
Record the purchase invoice in the supplier’s name for eight tires of the same size, so their quantity in stock rises and what you owe the supplier shows, depending on your subscription.
Stop 2: A driver comes in with a punctured tire
Issue a sales invoice for the puncture repair service alone, then press Pay for the invoice and record the amount with a receipt into the cash box, so the invoice shows as Paid.
Stop 3: A fleet company buys four tires
Issue a sales invoice for the tires and the fitting and balancing services, write the size in the description field, and record no receipt because the company pays later, so the invoice stays on credit.
Stop 4: The company pays at the end of the month
Record its payment with a receipt against the invoice, so the invoice becomes Paid. In the customer statement report you see the company’s invoices, receipts and balance due.
Stop 5: At month end, you ask what a tire cost you
The product cost and margin report lists each size’s available quantity and an average unit cost taken from the purchase invoice prices; it needs purchases and stock to be switched on, depending on your subscription.
Each plan’s scope differs, and some capabilities on this page need a higher plan, so check what fits your shop with our sales team.
3. Tire Shop Accounting Software in Saudi Arabia: what Qoyod covers in your shop
From the new tire to the puncture repair, here are six jobs Qoyod covers in a tire shop.
The tire, fitting and balancing on one invoice
Add the tire as a product with a selling price, and in Products and costs add fitting, balancing and puncture repair as services, choosing Service as the product type and setting each one’s default selling price, unit of measure and revenue account. On the sales invoice lines you enter the quantity for each line, so it is four for the tire and four for fitting, and you change the price on the invoice if the job differs. A service is neither stored nor purchased, so one invoice carries the tires and the labor on them.
The tire size in the line description
Beside the tire’s name on a sales invoice line there is a description field. Write the size in it, or any other detail the customer should see. Nothing about the product changes, because the text belongs to that invoice alone, and it has no effect on the price or the accounting entries. It is optional. You find it in the invoice preview and in the PDF copy, and on paper when the invoice designer template includes the product description field.
Stored tires and their average cost
Set each size up as a stored item with a purchase price and a selling price, depending on your subscription. When a shipment arrives from the distributor, enter it with a purchase invoice and the size’s quantity in inventory goes up, depending on your subscription. For every item, the product cost and margin report lists the available quantity and an average unit cost calculated from your purchase invoice prices, and it needs purchases and stock to be switched on, depending on your subscription.
Paying on the spot and on account
For a puncture repair the driver pays on the spot, so press Pay for the invoice, choose Create a new receipt, and set the collection account: the cash box, or the bank account where you received the amount, and the invoice shows as Paid. From the save menu choose Save, approve and create new to move on to the next driver. For a fleet company, leave its invoice without a receipt so it stays on credit, record its payment later with a receipt against the invoice, and open the customer statement report to see its invoices, receipts and balance due.
A tire that came back to the shop
When a customer returns a tire, open its invoice and press Return invoice, and Qoyod creates a credit note carrying the same details; remove the lines that were not returned. The customer’s balance drops by the value of the note, and the original invoice stays, marked “Returned” next to its status. For a paid invoice, choose Refund and a payment voucher is created from the cash box or the bank. Stored tires go back into stock, depending on your subscription.
The fleet company’s price and discounts
There is no price list per customer in Qoyod. To give a fleet company its agreed price, edit the unit price on its invoice line, or put a percentage or amount discount on the line. The highest discount percentage a user may give is set in the users settings, and more than one user is available depending on your subscription.
4. Tire shop invoices and the Zakat, Tax and Customs Authority
An individual driver, or a company with a VAT number?
Qoyod sets the type of invoice from the customer’s VAT number, not from the invoice amount or its tax rate.
- For a customer with no VAT number, such as a driver changing a tire on their own car: a simplified tax invoice that you hand over, and in Phase 2 it is reported to the Authority within 24 hours of issue, depending on your subscription.
- For a fleet company or a government body with a VAT number: Qoyod issues a tax invoice that the Authority clears first, before it reaches the customer, with Phase 2 linkage depending on your subscription.
Tax on the tire and on the service
Each product and service carries a default tax picked from the taxes defined for your business. It appears on the invoice line, you can change it there, and the Inclusive option lets you enter prices with the tax included. The standard rate of VAT in the Kingdom is 15%. A credit note for a returned tire reverses the tax on its lines. When the period closes, the VAT return form report gathers your figures and you submit 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. What you follow in a tire shop, and what your accountant reviews
An accountant or accounting firm working with your shop reads in Qoyod the numbers you already follow behind the counter.
What you follow
- The invoices for tires, fitting, balancing and puncture repair.
- What each company owes, in the customer statement report.
- Credit invoices still marked Approved in the sales invoices list.
- The available quantity of each size and its average cost, 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.
- The VAT return form report at the end of each period.
- Report exports to Excel and PDF.
Add your accountant as a user and set the role and permissions, depending on the number of users in your subscription.
6. Other Qoyod products
You keep the shop’s books in Qoyod Accounting. For your fitters and puncture-repair workers there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a tire shop with fitters 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 an individual driver, and which to a company with a VAT number?
Qoyod picks the invoice type from the customer’s VAT number. In Phase 2, depending on your subscription, a driver without one gets a simplified tax invoice, reported to the Authority within 24 hours of issue, and a company or government body with one gets a tax invoice that the Authority clears before it reaches the customer.
Does Qoyod keep the DOT code or a serial number for each individual tire?
No. A serial number in Qoyod is a unique identifier for the product itself, entered when the product is created; it is not assigned to each piece. To keep the size or the DOT code with a sale, write it in the description field next to the tire’s name on the sales invoice line. It shows in the invoice preview and the PDF copy and does not touch the price or the accounting entries.
How do I issue one invoice for the tires, fitting and balancing?
In Products and costs press Create products and costs, and create the tire as a product and fitting and balancing as services by choosing the product type. Then open Sales, then Sales invoices, create a new invoice, choose the customer, add the tire and enter the quantity, and press Add more to add the two services with the same quantity. Write the size in the description field, then press Save and approve. A service takes no quantity out of stock because it is not stored.
How do I invoice a puncture repair the driver pays for on the spot?
In Products and costs create a service by choosing Service as the product type, enter its name, and set its unit of measure, its tax, its default selling price and the sales account, then save. Add it to a sales invoice, press Pay for the invoice, choose Create a new receipt, set the collection account, the cash box or the bank, and save, and the invoice shows as Paid. From the save menu choose Save, approve and create new to start the next driver’s invoice.
How do I record what a fleet company pays at the end of the month?
Issue the company’s invoices through the month and create no receipt on them, so they stay on credit. When it pays, open each invoice, press Pay for the invoice, choose Create a new receipt, set the collection account and the amount, in full or in part, and save, and the invoice becomes Paid or Partially paid. In the customer statement report you choose the company and the period, and you see its invoices, receipts and balance due.
Does the free trial include stock and average cost?
No. The free trial starts with products and services, sales invoices, customer receipts, credit notes and the customer statement report, and it does not include stored items, suppliers or purchase invoices, more than one user, or Phase 2 linkage with the Authority. Each plan’s scope differs, so check what fits your shop with our sales team.
That brings a tire shop’s numbers together in one place: each customer’s invoice, the fee for each service, and each company’s account.
