Quote, invoice and get paid without the admin.
QuipDesk gives your business professional quotes, VAT-correct invoices, branded PDFs, automatic reminders and a client portal where customers pay you with PayFast, Yoco or Paystack.
- No card required
- Cancel any time
- Your money, your bank account
15%
SA VAT handled correctly by default
4
Local payment gateways built in
5
Branded PDF templates included
14 days
Free trial, no card required
Built for the spreadsheet crowd
Still invoicing from Excel? This is the upgrade.
Most South African businesses still bill from a spreadsheet, a Word template and a folder of PDFs. QuipDesk keeps everything you like about that — the control, the simplicity — and removes the retyping, the maths errors and the chasing.
Hours lost every month
Retyping the same client details, rebuilding totals and hunting for last quarter's quote.
Cash sitting out there
Invoices nobody followed up on because there was no reminder, only a memory.
Numbers you can't defend
One broken formula and your VAT return is wrong — with no history of who changed what.
The spreadsheet way
The QuipDesk way
Everything included
A complete billing system, not a form that makes PDFs
QuipDesk covers the whole money workflow — from the first estimate to the reconciled payment and the report your accountant asks for.
Quotes that close
Build, send and track quotes. Clients approve and sign online in their portal — with the date, time and IP recorded against the signature.
Invoices in seconds
Convert an approved quote in one click, with VAT, numbering, due dates and terms applied automatically.
PDFs you'd frame
Five templates, fully branded to your business, with a live preview and sample data while you customise.
Email that chases for you
Automatic reminders before due, on due and at every overdue stage you define — with open and click tracking.
Local online payments
PayFast, Yoco and Paystack — settling straight into your own bank account, never ours.
Recurring & retainers
Schedule monthly retainers that generate, send and bill themselves, with pause and resume built in.
Send on WhatsApp
Share quotes, invoices, statements and reminders on WhatsApp in two taps — your wording, your number, with the payment link filled in automatically.
Client portal
A branded space with every document, statement and payment your client needs — no password to forget.
Full back office
Expenses with receipt capture, projects, time tracking, purchase orders and vendor records.
Roles & audit trail
Owner, admin, staff and accountant roles with a full record of who changed what, and when.
Industries
Set up for the way your trade actually works
Site quotes, deposits on materials, staged invoicing and month-end statements — in the language of the job.
Plumbers
Site quotes, deposits on materials, call-out rates and invoices sent before you leave the driveway.
Read moreElectricians
Certificate of compliance jobs, materials schedules, staged invoicing and proper VAT on every document.
Read moreBuilders & contractors
Multi-stage projects, retention, progress claims and month-end statements for every client on the books.
Read more
Client portal
Your clients get a portal. You get paid faster.
Every client gets a secure, branded space showing their quotes, invoices, statements and payment history — with a pay button that actually works on a South African bank account.
- Passwordless magic-link access per contact
- Approve and sign quotes online
- Pay by card, instant EFT or pay-by-bank
- Download any document as a PDF
- Comment on a document instead of emailing
Local payments
The gateways your clients already use
Connect your own gateway accounts. Payments settle directly to you — QuipDesk never touches your money.
South Africa's best-known payment gateway. Accepts cards, instant EFT, Masterpass, Mobicred, SnapScan and Zapper.
- Credit & debit cards
- Instant EFT
- Masterpass
Best for: Broadest local payment method coverage.
The card machine most SA small businesses already have. Online payment links settle into the same Yoco account.
- Credit & debit cards
- Payment links
- Same account as your Yoco card machine
Best for: Simple pricing, familiar to existing Yoco merchants.
Cards and EFT with excellent developer tooling and strong coverage across South Africa and the rest of the continent.
- Credit & debit cards
- EFT
- Multi-country African coverage
Best for: Best fit if you also bill clients elsewhere in Africa.
Prefer EFT? Your banking details print on every invoice and manual payments reconcile in two clicks.
How it works
Live in an afternoon
No consultants, no implementation project. Set up your business details and send your first quote the same day.
- 01
Set up your business
Add your logo, registration and VAT numbers, banking details and invoice numbering. Takes about five minutes, and you only do it once.
- 02
Load clients and services
Import a client list from CSV or add them as you go. Build a catalogue of the products and services you sell so documents take seconds to create.
- 03
Send your first quote
Pick a client, add line items, choose a template and send. Your client gets an email with a link to a branded portal where they can approve it.
- 04
Convert and invoice
An approved quote becomes an invoice in one click. VAT, numbering and terms are applied automatically from your settings.
- 05
Get paid online
Your client pays through PayFast, Yoco or Paystack in the portal. The invoice is reconciled and marked paid the moment the gateway confirms.
- 06
Let it run
Reminders chase overdue accounts, recurring invoices go out on schedule, and your reports tell you exactly where the money is.
Easy migration
Switching from another system? Bring everything with you.
Clients, price lists, quotes, invoices, credit notes, payments and your original PDFs — QuipDesk imports them for you, in an afternoon, for free.
Connects directly
Invoice Ninja, Sage, Xero, QuickBooks, Zoho, Wave and FreshBooks — sign in once and your history fetches itself.
Anything else uploads a file
Excel, Google Sheets, Pastel or a CSV export — you confirm which column is which and we do the rest.
Safe to repeat
Nothing duplicates: re-run the import as often as you like, and undo a whole run if you change your mind.
Balances come out right
Payments stay matched to their invoices, so your outstanding amounts and age analysis are correct from day one.
Your numbering carries on
Your next quote and invoice numbers pick up where the old system stopped.
Pricing
Simple monthly pricing in Rands
Every plan includes the client portal, online payments and a 14-day free trial. Save two months when you pay annually.
Starter
For freelancers, sole traders and small businesses.
R129 /month
- Quotes, invoices, credit notes & purchase orders
- Every PDF template, logo & brand colours
- Client portal with e-signature and online payment
- Email automation, reminders & delivery tracking
- Send on WhatsApp
Professional
For growing businesses that need automation and a team.
R299 /month
- Everything in Starter
- Recurring invoices & auto-billing
- Expenses, receipt capture & vendor spend
- Projects, tasks & time tracking
- Advanced reports
Business
For established businesses with staff and advanced controls.
R599 /month
- Everything in Professional
- Unlimited users
- Advanced permissions
- Custom document designer — build your own invoice layout
- Your own domain for the client portal
Questions
Frequently asked
Stop chasing invoices by hand
Set QuipDesk up this afternoon and let it quote, invoice, remind and reconcile while you do the work you actually get paid for.