Free invoice generator for South Africa

South African invoice template and tax invoice rules

If you are not registered for VAT, you can still send a plain invoice asking for payment in rand. Once you are a VAT vendor, many of your supplies must be supported by a valid tax invoice so your customer can claim input tax. SARS explains the rules on its tax invoice page.

From 8 January 2016, a valid tax invoice must show the words "Tax Invoice", "VAT Invoice" or "Invoice"; the supplier's name, address and VAT registration number; the recipient's name and address (and VAT number where the recipient is a vendor); a serial number and date; a description of the goods or services; quantity or volume where relevant; and the value, VAT charged and total consideration.

Full tax invoice vs abridged tax invoice (rand thresholds)

SARS distinguishes formats by the consideration for the supply (the price for the transaction, including VAT where it applies):

• R50 or less: you do not have to issue a tax invoice, but you should keep a till slip or similar record if VAT was charged (SARS).
• More than R50 up to R5 000: you may issue an abridged tax invoice with the shorter field list (supplier details, serial number, date, description, and value/VAT/total). Recipient name and quantity are not required on the abridged version (SARS).
• Above R5 000: issue a full tax invoice including recipient details and quantity or volume (SARS).

Vendors must generally issue a tax invoice within 21 days of the supply (SARS). This free invoice generator helps you lay out the figures; you remain responsible for VAT registration status, numbering and the correct invoice type for each sale.

Invoice vs tax invoice vs quote — and VAT registration

An invoice is a request for payment after you have supplied goods or services (or as agreed with your customer). A quote (estimate) sets out expected price before the customer accepts — it is not a tax invoice and does not replace one after the work is done.

A tax invoice is the VAT document described above. You need one when you are a registered vendor making taxable supplies, not for every informal receipt.

Standard VAT in South Africa is 15% on standard-rated supplies (SARS VAT 404 guide). Registration is generally compulsory when taxable supplies exceed R1 million in any consecutive 12 months (or will exceed that amount under a written contract). You may register voluntarily from R50 000 in taxable supplies in the past 12 months, subject to SARS conditions (VAT 404). If you are not registered, do not charge VAT on your invoices.

Invoice numbering and payment terms tips

Use a unique serial number for every tax invoice — many businesses use a prefix plus digits (for example INV-001). SARS requires a serial number on valid tax invoices; keeping numbers sequential makes month-end and audits simpler.

Set clear payment terms on each invoice: Due on receipt, Net 7, Net 15 or Net 30 are common. Match the due date field to what you agreed with the customer, and put bank details or payment reference in the notes if needed.

For repeat billing, saved customers and audit trails in one workspace, see Smart CRM invoicing in the help centre — create an invoice and recurring invoices.

Free invoice generator — frequently asked questions