Free download
Free quote and invoice template for South African tradespeople
Two files, no sign-up, no watermark. Print the PDF and fill it in by hand, or open the spreadsheet and let it add up the lines, subtotal, VAT and total for you. Both have the fields SARS expects on a valid invoice.
Works in Excel, Google Sheets and LibreOffice. The PDF is A4.
What's in it
- An Invoice sheet and a Quote sheet, each with your details, the client's details, line items (twelve in the spreadsheet, ten on the printed page), subtotal, VAT and total.
- A VAT switch. Type yes in the VAT cell only if you are a registered vendor, and 15% is added. Leave it at no and nothing is charged.
- A payment-details block on the invoice, so the client has your bank details and a reference without asking.
- A one-page "how to use" sheet.
What SARS expects on an invoice
If you are not a registered VAT vendor, which is most businesses under R1 million a year in turnover, an invoice needs your business name and contact details, the client's name, a unique sequential number, the date, a description of the work, and the amount. You must not charge VAT or show a VAT number.
If you are a registered vendor, the document must say Tax Invoice and carry your VAT number, and it must show the VAT amount or state that the total includes VAT at 15%. For invoices over R5,000 the client's name and address are required too, plus their VAT number if they are registered. Under R5,000 an abridged tax invoice without the client's details is allowed.
Keep a copy of every invoice you issue for five years. The spreadsheet's "how to use" sheet repeats this.
Quotes
A quote is not an invoice and has no SARS requirements, but a good one says what is included, what is not, how long the price holds, whether a deposit is needed, and how the client accepts it. The Quote sheet has a line for each. Once the work is done, copy the accepted quote onto the Invoice sheet and give it the next number.
When a template stops being enough
Around the point where you are sending more than a handful of invoices a month, the template starts costing you evenings: finding the last number, copying client details, chasing who has paid. That is the exact problem Boetbook was built for. Clients, jobs, quotes and invoices live in one place, the invoice PDF is generated from the job, and it goes out from your phone in seconds. The Free plan includes five invoices a month and unlimited quotes, and never expires.
Read how quoting and invoicing works in Boetbook, or start with the template above and come back when it hurts.
Invoicing from your phone, free.
Two seats, a hundred clients, five invoices a month, unlimited quotes. No card.