How to write an invoice in South Africa: step by step
A good invoice does two jobs. It gives the client everything they need to pay without phoning you, and it gives you a record that stands up to a dispute and to SARS. Ten steps cover it. A worked example follows.
On this page: the ten steps · a worked example · VAT or no VAT · common mistakes · after you send it · questions
The ten steps
- Label it. Put "Invoice" at the top. If you are VAT-registered, put "Tax Invoice". Do not call it a quote, statement or proforma.
- Add your details. Your business name, address and contact number or email. Add your VAT number if you are VAT-registered, and only then.
- Add the client's details. Name and address, and their VAT number if they are VAT-registered. On a tax invoice above R5,000 these are required.
- Give it a unique number. A running sequence that never repeats, such as INV-0001, INV-0002.
- Add the dates. The date you issue it and the date payment is due, written as dates.
- Describe what you supplied. One line per item, with the quantity. Keep materials and labour on separate lines so the client sees what each cost.
- Show the money. Subtotal, VAT at 15% if you are registered, and the total. If a deposit is already paid, show it and the balance due.
- Say how to pay. Your bank details with the reference to use (the invoice number works well), and a card payment link if you have one.
- State your terms. When payment is due and what happens if it is late. See what interest you can charge.
- Send it and keep a copy. Email the PDF the day the work is done, and keep a copy for at least five years.
A worked example
A VAT-registered plumber invoices a client for a geyser job. The prices are made up.
| Description | Qty | Price | Total |
|---|---|---|---|
| Supply and fit 150 litre geyser | 1 | R4,800.00 | R4,800.00 |
| Labour (hours) | 3 | R450.00 | R1,350.00 |
| Pressure control valve | 1 | R350.00 | R350.00 |
| Subtotal | R6,500.00 | ||
| VAT (15%) | R975.00 | ||
| Total due | R7,475.00 |
Below the table sit the bank details, the payment reference INV-0042 and the terms: "Payment due within 14 days of the invoice date." The client's name and address go above the table. Because the total is above R5,000, the client's name, address and VAT number (if they have one) are required on the invoice, which is why step 3 matters.
VAT or no VAT
- VAT-registered: every invoice is a tax invoice, with your VAT number and the VAT shown as its own line. The full field list is in our VAT invoice requirements guide.
- Not registered: no VAT line and no VAT number. Not sure whether you must register? Read do I need to register for VAT?
- Prices that include VAT: say so ("all prices include VAT at 15%"), and show the VAT portion on the invoice.
Common mistakes
- No due date. "30 days" is vague; "16 November 2026" is not.
- No reference to pay against. The client pays, you cannot tell who, and the invoice stays open.
- Editing an invoice after sending it. Issue a credit note and a new invoice instead.
- Reusing or skipping numbers. It raises questions in an audit.
- VAT on an invoice from a business that is not registered. Only a registered vendor can charge VAT.
- Sending a quote and calling it an invoice. See quote vs invoice vs proforma.
After you send it
Sending is the start. Note the due date, and follow up the day after it passes. A friendly message works for most clients, and our guide to following up on a late invoice has the wording. If it stays unpaid, the Small Claims Court handles claims up to R30,000.
Let Zuvo write it for you
Describe the job in plain words and Zuvo drafts the invoice with VAT, numbering and your banking details, shows the client how to pay and reminds them if it runs late.
Try Zuvo free for 7 days, no cardQuestions people ask
What must an invoice show in South Africa?
If you are VAT-registered it must be a tax invoice: the words "Tax Invoice", your name, address and VAT number, a serial number and the date, a description of what you supplied with quantity, and the value, VAT and total. Above R5,000 it must also show the client's details. If you are not VAT-registered, a clear invoice with your details, the client's, the items, the total and how to pay is enough.
Do I have to charge VAT on my invoice?
Only if you are registered for VAT. Registration is compulsory once taxable turnover passes R2.3 million in a 12-month period and voluntary from R120,000 under SARS conditions. If you are not registered, leave VAT off and do not show a VAT number.
How should I number my invoices?
Use a simple running sequence that never repeats, such as INV-0001, INV-0002. A serial number is a legal requirement on a tax invoice, and a clean sequence makes it easy to find a document and to spot a missing one. Do not reuse a number or edit an issued invoice; correct it with a credit note.
How long should I give a client to pay?
Many small businesses use 7, 14 or 30 days. Choose the shortest term your clients accept, state the due date as a date, not just "30 days", and ask for a deposit on larger jobs.
How long must I keep invoices?
Keep copies of the invoices you issue and receive for at least five years, as the Tax Administration Act requires of taxpayers.
General guidance, not legal or tax advice. VAT thresholds and invoice rules change, so check the current rules with SARS or your accountant. The tax invoice requirements come from section 20 of the Value-Added Tax Act, summarised in our VAT invoice guide.