Invoicing software for South African small businesses

Use it from WhatsApp or the web app, whichever suits the moment. An honest look at what WaPay does, what it deliberately does not do, and when you are better off with full accounting software. 15% VAT, tax invoices and abridged tax invoices included.

What most people searching for this actually need

There are two different jobs hiding behind "invoice app". One is bookkeeping: a ledger, bank reconciliation, VAT returns filed on SARS eFiling, a year-end pack your accountant can work from. The other is getting paid: write the invoice, send it, follow it up, see the money arrive.

Xero, Sage and QuickBooks do the first job well and the second adequately. WaPay does the second job only. It is worth being plain about that before you spend an evening comparing feature grids.

If you need full books, use accounting software. If you are a sole proprietor or a small business whose real problem is invoices going out late and payments coming in later, that is the problem WaPay is built for, and the two work together, since WaPay exports CSV for whoever does your books.

What WaPay does

You send a WhatsApp voice note, or use the web app. "Charge Linda Tolan 4800 for the kitchen tap." No app to install.
It writes a tax invoice with your VAT number, your customer's details and the VAT worked out, and sends it on WhatsApp.
Your bank details are printed on every invoice, so customers pay you by EFT today. Online payments (Pay by Bank and cards) are coming soon in South Africa.
It sends payment reminders for you, three over 21 days, then it stops. Reply PAID and the invoice number when the money arrives.
15% VAT built in, plus zero-rated and exempt supplies at 0%.
One-click VAT report and CSV export for your accountant or your own VAT201 return.

What WaPay does not do

It does not file your VAT201 on eFiling. It gives you the figures; you or your accountant file them.
It is not a general ledger and does not do bank reconciliation or a year-end pack.
It does not do payroll.

Tax invoices, the South African way

If you are a VAT-registered vendor, SARS expects a tax invoice for each taxable supply. There are two kinds, and the dividing line is the value of the supply:

Full tax invoice for supplies over R5,000 (including VAT): the words "Tax Invoice", your name, address and VAT number, your customer's name, address and VAT number (if they are registered), a serial number, the date, a description of the goods or services, the quantity or volume, and the value with the VAT shown.
Abridged tax invoice for supplies of R5,000 or less: the words "Tax Invoice", your name, address and VAT number, a serial number, the date, a description and the value with the VAT (or a statement that the price includes VAT at 15%). Your customer's details are not required.

The standard VAT rate is 15%; zero-rated supplies and exempt supplies are charged at 0%. Check the details against SARS's VAT pages if you are unsure about a particular supply. This page is general information, not tax advice.

What it costs

No subscription and no setup fee. Sending quotes, invoices, bookings and bills is free. Pricing for online payments in South Africa will be published when they launch. More on pricing.

Try it without signing up

If you only need an invoice right now, the free South African VAT invoice generator needs no account and nothing leaves your browser. The product is for when doing that twenty times a month gets old.