Stone crushers and M-sand
Accounting software for stone crushers
Builder dues, diesel, royalty, spares and depreciation on the crusher in one double-entry ledger that writes itself from invoices, bills and expenses.
In short
SimpleERP is accounting software for stone crushers and M-sand units. Tipper invoices, diesel bills, royalty payments, payroll and machine depreciation each post a balanced journal, so builder dues and profit are ready on any day.
Illustration: saving invoice INV-2026-0213 moves stock, posts the customer ledger, records tax and updates the dashboard in one step.
An accounting day at Athi River Quarry and Sand
Three partners own Athi River Quarry and Sand, and each asks the same question a different way. One wants to know what the builders owe, one wants to know where the diesel money goes, and one wants to know whether the new VSI has paid for itself.
The answers used to wait for the accountant. Sales lived in the delivery note book, diesel in the fuel station's monthly statement, royalty receipts in a file with the quarry lease, and the excavator loan in the bank passbook. Nothing tied together until the year closed.
In SimpleERP every invoice, supplier bill, expense and payroll run writes its own balanced journal. The accountant's work shrinks to the entries no document covers, such as an loan instalment on the excavator loan, and to the month-end checks.
Which accounts does a crusher's ledger need?
Most come seeded. Add the expense accounts your partners actually argue about, and every bill, expense and receipt lands in one of them.
- Expense categories for royalty, diesel and machine hire, with the receipt attached.
- Supplier bills capture the tax you can reclaim on spares; fuel billed without tax posts without it.
- Manual journals for EMIs and partner drawings.
| Account | What posts to it | Month-end check |
|---|---|---|
| Accounts receivable | Builder and contractor dues per tipper invoice | Ageing past 60 days |
| Sales | M-sand, aggregates, sub-base and quarry dust | Sales register against the delivery note count |
| Diesel and lubricants (you add) | Fuel for the excavator, loader and DG set | Litres against hours run |
| Royalty paid (you add) | Royalty to the mining authority | Permits used against tonnes sold |
| Repairs and spares | Jaw plates, blow bars and screens fitted | Store issues against bills |
| Plant and machinery | Jaw crusher, cone, VSI, screens, conveyors | Depreciation run posted |
| Vehicles | Tippers and the loader | Depreciation run posted |
| Loans | Excavator and tipper loans | Loan repayment journals entered |
How do I chase builders who have stopped paying?
Receivables ageing groups every builder into current, 1 to 30, 31 to 60, 61 to 90 and 90-plus days. Before another tipper goes to a slow payer, the credit limit warning on the invoice shows how far over they already are.
- Receipts by cheque, mobile money or bank transfer settle the oldest invoices first.
- A bounced cheque is cancelled with that reason, and its invoices reopen.
- Statements per builder printed before a partner's site visit.
What does a month-end close look like at a crusher?
Reconcile the account the builders pay into, run depreciation for the month, review the trial balance, then lock the month so nothing posts into it later.
- Bank reconciliation by ticking cleared cheques and transfers.
- Monthly depreciation run for the crusher, VSI, tippers and loader in one entry.
- Lock date, with every reopening logged.
- Unbalanced journals are refused, so a half-typed loan instalment entry never posts.
Illustration of a journal entry where debits and credits differ by 10, refused, and a posting into a locked month, refused with the lock date.
Did the VSI pay for itself?
Pick the months since the VSI was commissioned, and the P&L shows M-sand sales, cost of goods sold, power, spares and the VSI's depreciation side by side. There is no profit per machine, but a date range around one investment tells most of the story.
- P&L and balance sheet for any date range.
- Direct cash flow grouped by customers, suppliers, salaries and taxes.
- CSV export for the partners' meeting.
One system
Where accounting connects
Tipper invoices, diesel and spares bills, royalty expenses, payroll and depreciation each post a journal linked back to the document behind it.
Stone crushers and M-sand
Truckload invoices per aggregate size, builder credit with ageing, and depreciation on crushers.
See howInvoicing & tax
Tax invoices with VAT, GST or sales tax on every line, numbered by fiscal year and posted in one step.
See howInventory for stone crushers
Boulders, every aggregate size, M-sand and store spares in tonnes, litres or pieces per yard, at weighted average cost.
See howPayroll for stone crushers
Two-shift attendance for operators and drivers, the deductions you set, and advances recovered from monthly pay.
See howManufacturing for stone crushers
Bills of materials from boulders to 20 mm and M-sand, a work order per crushing run, and the actual cost per tonne.
See howAccounting
A double-entry ledger with journals, bank registers, statements and a lock date.
See how
Honest limits
What SimpleERP does not do yet
- No bank feeds: bank entries are recorded and reconciled by hand
- No multi-currency; every document is in your base currency
- Tax returns are not filed and e-invoices are not issued from inside the product
- No royalty or mining-permit tracking; royalty paid is an expense entry.
- No profit by machine or by quarry face.
Getting started
Start with accounting
Sign up with your email
Name, email and a password. No card for the seven-day trial.
Tell us about the business
Pick your country and, if you are registered, type your tax number. Accounts, tax rates, units, roles and numbering are seeded for that country.
Enter opening balances
Bring in account balances and each builder's dues with the opening wizard, and each machine's book value in the asset register.
Run the trial balance
Every posted document is already in the ledger; the trial balance and P&L are ready on any date.
FAQ
Questions, answered
Where does royalty paid to the mining department go?
Add a royalty expense category and record each payment against it, with the receipt attached. It reaches the P&L in the month paid. SimpleERP does not track passes or permits, so keep the permit register on the authority's system.
Our fuel bill carries no tax. How is it recorded?
As a supplier bill from the fuel station or an expense with no tax line. If you keep diesel in a store tank, make it a stock item in litres so issues to the excavator and loader are recorded, and the cost moves to the P&L as it is used.
Can I record the loan instalment on our excavator loan?
Yes, as a manual journal: principal to the loan account, interest to an interest expense account, and the total from the bank. The journal editor will not post until both sides match, and reversing a wrong entry keeps both entries linked.
My accountant files our tax. What do I hand over?
The sales register and purchase register for the month, each exported as CSV, plus the trial balance. SimpleERP does not file returns, but the registers come from the same posted invoices and bills the ledger uses, so the figures agree.
Related
Keep reading
Stone crushers and M-sand
Truckload invoices per aggregate size, builder credit with ageing, and depreciation on crushers.
Read moreInvoicing & tax
Tax invoices with VAT, GST or sales tax on every line, numbered by fiscal year and posted in one step.
Read morePayroll for stone crushers
Two-shift attendance for operators and drivers, the deductions you set, and advances recovered from monthly pay.
Read more
See how accounting works in SimpleERP for stone crushers and M-sand
Seven days free. No card. Your first invoice in minutes.