Every trip gets a line on its customer’s invoice, and every transfer a receipt in the bank account.
The trip ends at the customer, so you issue its invoice in their name, attach the signed delivery receipt, and record what they transfer with a receipt.
Accounting Software for Trucking in Saudi Arabia starts with a load that leaves a factory in Riyadh for a customer in Dammam or Jeddah, and a freight charge that does not arrive on delivery day. Set up each road freight trip in Qoyod as a service with its price, add the customer’s trips as lines on a sales invoice in their name, write the city and the loading date in each line’s description, then record what the customer transfers with a receipt into the bank account.
1. Where do a trucking company’s numbers go missing between the road and the office?
Before you choose accounting software for a road freight company, look at one month there: trips written in the driver’s notebook, customers who pay weeks later, diesel, tyre and repair bills arriving from more than one supplier, and trucks that are the biggest thing the company owns.
Trips in the driver’s notebook
The driver writes his trips in a notebook, and when the invoice goes out at the end of the month one trip drops off it or another appears twice.
With Qoyod: add every trip as a line on a sales invoice in the customer’s name, and write the city and the loading date in the line’s description.
A customer who pays in parts
A factory or a trader ships with you every week and transfers the money in parts, and you cannot tell which invoice each transfer settled.
With Qoyod: record each transfer with a receipt against its invoice, in full or in part, and follow the customer’s balance in the customer statement report.
Diesel, tyres and repairs
Bills from the fuel station, the tyre dealer and the repair shop come from different suppliers, so you cannot tell what the month cost you.
With Qoyod: set them up as “Expense” products that you record on the suppliers’ purchase invoices, depending on your subscription.
The truck outside the books
The truck is the biggest thing the company owns, and its value shows in no report.
With Qoyod: record every truck as a fixed asset, and follow its depreciation and book value, depending on your subscription.
2. A month at a trucking company: from the first trip to the truck’s expenses
Five stops from one working month, each with its own line on the journey card under the route.
Stop 1: You set up your trips as services
Add the Dammam trip and the Jeddah trip as two products of the “Service” type, each with a default selling price and a unit of measure that you choose from the list or add. A service is not stored and not purchased.
Stop 2: You deliver two loads for one customer
Issue a sales invoice in the customer’s name with two trips to Dammam, and attach the two delivery receipts. Because no receipt is recorded on it yet, the invoice stays on credit.
Stop 3: The customer transfers part of the amount
Record the transfer with a receipt against the invoice into the bank account, and the invoice shows as partially paid until the rest arrives.
Stop 4: The diesel bill from the station
Record the fuel station’s purchase invoice with the diesel line you set up as an “Expense” product.
Stop 5: You link the bill to the truck
From “Asset expenses”, link the diesel bill to the truck registered as a fixed asset, and it shows in the asset’s “Value adjustment” tab.
3. Accounting Software for Trucking in Saudi Arabia: what Qoyod covers at your company
Between the trip you invoice, the transfer that arrives weeks later and the diesel you pay for every day, here are six jobs Qoyod covers at a trucking company.
Every trip as a service with its price
Add the trip as a product of the “Service” type: it is not stored and is only sold, with a default selling price and a revenue account that you set, and it has a tax and a unit of measure that you choose from the list, such as distance, or add yourself. The default price shows on the invoice line, and you can change it for a longer or shorter trip.
The customer’s invoice with its papers
Put the customer’s trips as lines on one sales invoice with “Add more”, and write the city and the loading date in each line’s description field. From “Attach documents”, add the delivery receipt the customer signed to the invoice.
Transfers that arrive in parts
Record each transfer with a receipt against the invoice, and choose the collection account: the bank account the money reached. If the receipt covers the invoice it shows as paid, and if it covers part of it the invoice shows as partially paid. The customer statement report shows each customer’s invoices and what they have paid against them.
Diesel, tyres and repairs
Set up each cost item as an “Expense” product: it is not stored and not sold, it has a purchase price and an expense account, and you record it on the purchase invoice from the fuel station, the tyre dealer or the repair shop, depending on your subscription. You follow what you owe each supplier in the supplier statement and in the supplier ageing report, depending on your subscription.
Trucks as fixed assets
Record each truck as a fixed asset in a category such as “Vehicles”, through its purchase invoice or as an opening balance, and follow its depreciation and book value, depending on your subscription. With “Add new asset expense” you link a diesel or repair bill to it, and it shows with the truck’s other expenses in the “Value adjustment” tab, depending on your subscription.
How many trips to each city
The sales and purchases summary report, depending on your subscription, shows the quantity sold of each service and its average selling price, so if each city has its own service you see its number of trips in the period and its average freight charge.
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.
4. Road freight invoices and the Zakat, Tax and Customs Authority
A company or an individual?
The type of invoice depends on the customer you carry for, not on the length of the trip.
- For a factory, a trader or a government body: a tax invoice that the Authority clears first, before it reaches the customer.
- For an individual customer: a simplified tax invoice that you hand over, reported to the Authority within 24 hours of issue.
A tax on every trip
Every 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%, and international transport is among the zero-rated categories. If you choose a zero tax for a service, an option appears to fill in the tax reason, and your accountant decides which of your trips fall under the zero rate. At the end of the period, the VAT return form report collects your figures from the invoices, 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. What you follow at the trucking company and what your accountant reviews
If your company works with an accountant or an accounting firm, they read the same numbers in Qoyod that you follow, from another angle.
What you follow
- Each customer’s invoices and what they have paid against them, in the customer statement report.
- The transfers that came in, in the bank account statement.
- The number of trips to each city in the sales and purchases summary report, depending on your subscription.
- Each truck’s expenses in the “Value adjustment” tab, depending on your subscription.
What your accountant reviews
- Sales invoices, receipts and credit notes, and purchase invoices depending on your subscription.
- Income statement, balance sheet and trial balance, and customer and supplier ageing depending on your subscription.
- The trucks’ depreciation and book value, depending on your subscription.
- The VAT return form report, and 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 books for your trips and trucks in Qoyod Accounting. For your drivers there is another Qoyod product: Qoyod HR, on its own subscription.
Qoyod HR
For a trucking company with drivers on the road.
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.
- Every document in the employee file, such as the iqama and the contract, with its expiry date and an alert before it.
- Leave requests with review and approval, and each employee’s leave balance.
7. Frequently asked questions
Which invoice do I issue to a factory I carry for, and which to an individual customer?
A factory, a trader or a government body gets a tax invoice that the Authority clears before it reaches the customer; an individual customer gets a simplified tax invoice, reported to the Authority within 24 hours of issue. Phase 2 linkage with the Authority is available depending on your subscription.
Can I record my trucks and their expenses during the free trial?
No. The free trial starts with services, sales invoices and their attachments, receipts, the customer statement report and the account statement, and it does not include fixed assets and their depreciation, asset expenses, purchase invoices, expenses, suppliers, the sales and purchases summary report, the customer ageing report, the supplier ageing report, Phase 2 linkage with the Authority or more than one user. Each plan’s scope differs, so check what fits your company with our sales team.
How do I follow a customer who pays in parts?
Issue their invoice without a receipt so it stays on credit, then record each transfer with a receipt against their invoices, in full or in part, and follow their balance in the customer statement report, and in the customer ageing report across periods, depending on your subscription. Qoyod does not support a price list for each customer, so if you agree another freight charge with a customer you change it on the invoice line, or set up their trip as a separate service with its own price.
How do I see what I spent on each truck?
Record the truck as a fixed asset, then link every diesel or repair bill to it with “Add new asset expense”, and you find its expenses in the asset’s “Value adjustment” tab, depending on your subscription. Depreciation is recorded at the asset level, and Qoyod does not spread it over the trips.
How do I price a trip that is longer than usual?
The price you set for the service is a default: it shows on the invoice line and you can change it for each trip, and you can add a line discount as a percentage or an amount, within the maximum discount percentage set for each user. If you charge by distance, make distance the service’s unit of measure, and the quantity on the line is the number of units.
Does Qoyod manage truck tracking, driver scheduling and waybills?
Qoyod is accounting software, and what this page shows is sales invoices, receipts and customer balances, plus purchases, fixed assets and their expenses depending on your subscription. Tracking trucks on the road, scheduling drivers and managing waybills are not shown here, so ask sales what fits your company.
That brings a trucking company’s numbers together in one place: every customer’s trips on their invoice, their transfers in the bank account, and their balance in the customer statement report.
