Invoice template for Excel and Word, South Africa
Three free invoice templates for South African businesses: an Excel version that adds up the lines and VAT for you, and two Word versions, one for VAT-registered businesses and one for businesses that are not. No signup, and nothing to install.
Download
| File | Best for | Download |
|---|---|---|
| Excel invoice template (.xlsx) | Automatic totals and VAT, with a Yes or No switch. Due date worked out from your payment terms. | Download Excel |
| Word tax invoice (.docx), VAT-registered | A blank layout with your VAT number and the VAT line. | Download Word (VAT) |
| Word invoice (.docx), not VAT-registered | A plain invoice with no VAT number or VAT line. | Download Word (no VAT) |
Which one should you use?
- VAT-registered: use the Excel template with VAT switched on, or the Word tax invoice. Registration is compulsory once your taxable turnover passes R2.3 million in 12 months. See the VAT registration thresholds.
- Not registered: use the non-VAT Word template, or the Excel template with VAT switched off. Do not charge VAT or show a VAT number.
- Not sure how to fill it in: read the invoice example, which shows a filled-in invoice.
What every invoice needs
- Your business name, address and contact details.
- A unique invoice number, and the date.
- The client's name and address.
- What you supplied, with quantities and prices.
- The total due, and a due date.
- Your banking details, and a payment reference.
- If VAT-registered: the words Tax Invoice, your VAT number, and the VAT charged.
The exact rules, including what changes at R50 and R5,000, are in VAT invoice requirements in South Africa.
When a template stops being enough
A file makes one invoice at a time. It does not know who has paid, record part-payments, or remind a client who is late. If you send more than a handful of invoices a month, the fastest upgrade is invoicing software that tracks it for you. See invoicing software for South Africa, or try the free invoice generator that runs in your browser.
Try it on a real job
Describe the job, check the draft, and send it. Free plan, or a 7-day trial of everything with no card.
Start free, no cardGeneral information, not legal or tax advice. Check the VAT rules that apply to your business with your accountant or SARS.
Questions people ask
Which invoice template do I need if I am not VAT-registered?
Use the non-VAT Word template. It leaves out the VAT number and the VAT line and says Invoice, not Tax Invoice. Only VAT-registered businesses issue tax invoices and charge VAT.
Does the Excel template work out VAT for me?
Yes. It adds up the lines and the VAT, with a Yes or No switch for VAT-registered businesses, and works out the due date from your payment terms.
Are these templates free?
Yes. They are free, with no signup, and you can reuse them as often as you like.
What must a South African tax invoice show?
The words Tax Invoice, your name, address and VAT number, the client's details (with their VAT number above R5,000 if they are a vendor), a serial number and date, a description, the quantity, and the value, VAT and total. The full list, with the R50 and R5,000 rules, is in our guide to VAT invoice requirements.
Can I use the template for quotes?
You can reuse the layout, but a quote is a different document. We have separate free quote templates for several trades.