Invoicing is simple until it isn’t: a few invoices a month are easy to manage in a document, but VAT, reminders, part-payments and reconciling payments soon add up. This guide covers the main options for South African businesses and what to check.
See the options: invoicing tools in South Africa and accounting software.
First: do you charge VAT?
| Figure (verified 16 October 2026) | Source | |
|---|---|---|
| Standard VAT rate | 15% | SARS VAT |
| Compulsory registration | Taxable supplies over R2.3 million in 12 months, from 1 April 2026 (previously R1 million) | SARS VAT |
| Voluntary registration | Taxable supplies over R120,000 in the past 12 months, from 1 April 2026 (previously R50,000) | SARS VAT |
If you’re not registered, your invoices don’t include VAT, and they shouldn’t be called “tax invoices”. If you are registered, every invoice must meet SARS’s tax invoice requirements and show your VAT number. Read more in how to write an invoice in South Africa and how VAT works.
Option 1: a free invoice generator
The free invoice generator creates invoices and tax invoices with 15% VAT (the rate can be changed), downloads a PDF and runs in your browser.
May suit you if: you send a handful of invoices a month and track payments yourself. Pair it with the invoice calculator for discounts and deposits, and the quote generator for quotes.
Option 2: invoicing-only software
Zoho Invoice focuses on invoices, quotes and payment tracking without full bookkeeping.
May suit you if: you’re a freelancer or small business that wants reminders, recurring invoices and a client list, while your accountant handles the books.
Option 3: invoicing inside accounting software
Sage Accounting and Xero both have South African websites, and they create invoices that flow into your bookkeeping. Sage is familiar to many local accountants and bookkeepers. Xero lists an app marketplace and Zapier connections. For QuickBooks Online, check that it’s offered for South African businesses before you choose it.
May suit you if: you’re VAT-registered, want bank feeds to match payments automatically, or your accountant already uses one of these systems.
What to check, whatever you choose
- Tax invoice format: your VAT number, sequential invoice numbers, and VAT shown correctly.
- Bank feeds: support for your bank, if you want payments matched automatically.
- Getting paid: payment links, or at least your banking details on every invoice.
- Currency: whether the subscription bills in rand or US dollars.
- Records: SARS requires you to keep records for a set period. Make sure you can export your invoices.
- POPIA: client details are personal information. Check how the tool stores and protects them.
General information, not tax advice. Figures were checked against SARS on 16 October 2026 and can change in any Budget. Confirm current requirements with SARS or a registered tax practitioner.