How to write a quote and invoice
A clear quote wins jobs, and a clear invoice gets you paid faster. Neither needs special software. Here is what every quote and invoice from a small business should include, and what changes once you register for VAT.
What goes on every quote
- Your business details: trading name, registered name and registration number, contact details and address.
- The customer and the date.
- The scope: exactly what you will do and supply, and what is not included.
- The price, broken into lines where it helps.
- Payment terms: deposit, stage payments, and when the balance is due.
- How long the quote is valid, since material prices change.
Your registration number on the quote tells customers you are real and checkable, the same reason BizBoost checks every listed business against CIPC.
What goes on every invoice
- The word "Invoice", a unique invoice number and the date.
- Your details and the customer's.
- What was supplied and the amount, matching the quote.
- The due date and your banking details, in your business's name.
Number invoices in order and keep copies of every one: they are your income records for SARS.
Once you are VAT registered
A VAT vendor must issue a valid tax invoice, which carries extra required details such as the words "Tax Invoice", your VAT registration number and the VAT amount. Check the current requirements with SARS or your accountant. See tax for small businesses.
Getting paid on time
- Send the invoice the day the job is done.
- Make the due date and banking details impossible to miss.
- Follow up politely the day after the due date, and keep a record.
Want it done for you? Our free quote and invoice maker builds all of this from a short form, remembers your details on your device, and saves a PDF.
Common questions
What should a quote include?
Your business details and registration number, the customer and date, a clear scope including what is not included, the price, payment terms with any deposit, and how long the quote is valid.
What must be on an invoice in South Africa?
An invoice number and date, your details and the customer's, what was supplied and the amount, the due date and your banking details. VAT vendors must issue a tax invoice with additional details required by SARS.
Do I need software to make invoices?
No. A neat template in a word processor or spreadsheet works, as long as invoices are numbered in order and you keep copies.