Creating professional invoices isn't just about looking good — it's about getting paid on time and staying on the right side of SARS. Whether you're a plumber in Pretoria or a designer in Durban, these five tips will help you invoice like a pro.
1. Include All the Fields SARS Requires
If you're VAT registered, your tax invoice must include these 7 mandatory fields (VAT Act Section 20):
- The words "Tax Invoice" at the top
- Your business details: Name, address, VAT number
- Client details: Name and address (plus VAT number for invoices over R5,000)
- Invoice number: Unique, sequential — no gaps
- Date issued
- Clear description of goods or services (not just "services rendered")
- VAT breakdown: Subtotal, VAT at 15%, and total including VAT
Not VAT registered? You still need a professional invoice — just leave out the VAT number and VAT line.
KwikInvoice includes all these fields automatically so you never miss one.
2. Be Clear About Payment Terms
Don't leave your client guessing when or how to pay:
✅ Good: "Payment due within 30 days of invoice date via EFT to FNB account ending 4521"
❌ Bad: "Pay soon"
Include:
- Payment deadline (e.g., "Net 30 days")
- Your banking details (bank, account number, branch code)
- Payment reference (invoice number works perfectly)
- Late payment terms (if applicable)
3. Share via WhatsApp — It's How SA Works
Email is fine. But let's be honest — most South African clients respond faster on WhatsApp than email. Send your invoice as a PDF attachment on WhatsApp and you'll typically get a response the same day.
Tip: KwikInvoice lets you share a professional PDF invoice via WhatsApp in one tap — straight from the app.
4. Invoice Immediately — Don't Wait
The 21-day rule isn't just a suggestion — it's the law for VAT-registered vendors. Section 20(1) of the VAT Act requires you to issue a tax invoice within 21 days of the date of supply.
But even if you're not VAT registered, invoicing promptly is just good business:
- The sooner you invoice, the sooner you get paid
- Clients forget the details of a job after a few weeks
- You look more professional when you're organised
- It's easier to track what's owed when invoices go out on time
With KwikInvoice, you can create and send an invoice right there on the job site — even without internet.
5. Track What's Paid and What's Not
Cash flow is the lifeblood of any small business. You need to know:
- Which invoices are paid ✅
- Which are still outstanding 📨
- How long clients typically take to pay
Don't rely on memory — use invoice status tracking to stay on top of your money.
Bonus: Keep Records for 5 Years
SARS requires you to keep copies of all invoices — both sent and received — for at least 5 years. Digital copies are perfectly acceptable, and they're easier to search and impossible to lose in a flood or fire.
KwikInvoice stores all your invoices on your device automatically.
Common Mistakes SA Freelancers Make
❌ Writing "Invoice" instead of "Tax Invoice" when VAT registered
❌ Forgetting to include a VAT number
❌ Vague descriptions like "services rendered" (SARS wants specifics)
❌ Charging VAT when you're NOT registered (this is illegal)
❌ Waiting weeks to send invoices (21-day rule!)
❌ Not keeping records for 5 years
Get Started with KwikInvoice
Ready to create SARS-compliant invoices that get paid faster?
Download KwikInvoice today and:
- Create your first invoice in under 60 seconds
- Include your business logo for free
- Share via WhatsApp or email in one tap
- Work offline during load shedding
Questions about invoicing in South Africa? Drop us an email at kwikinvoice@loggedon.co.za and we'll help you out!