Invoicing software
Invoicing software built for South African businesses
Most South African small businesses still invoice from a spreadsheet template that was copied from a colleague years ago. It works right up until you need a VAT summary, a numbering sequence that does not repeat, or an honest answer to who has not paid you. QuipDesk replaces that spreadsheet with proper invoicing software that understands how business is actually done here.
What you get
Built around how the work actually runs
15% VAT, done properly
VAT is calculated per line or per document, with zero-rated and exempt options and a tax summary you can hand to your accountant at the end of a period.
Your VAT number on every invoice
Your registered name, address, VAT number and invoice number print on every document, so your invoices meet what SARS expects of a tax invoice.
Local payment gateways
Connect your own PayFast, Yoco or Paystack account. Clients pay by card, instant EFT or SnapScan and the money settles into your bank, not ours.
Send on WhatsApp
Not every client reads email. Send a client their own secure portal link over WhatsApp and they can view, download and pay from their phone.
Reminders that chase for you
Polite follow-ups go out automatically on overdue invoices, so you stop having the awkward conversation and start getting paid.
You always know where you stand
One dashboard shows what is outstanding, what is overdue, what came in this month and which client is the slowest payer.
How it works
From first contact to money in the bank
- 1
Set your business up once
Load your logo, banking details, VAT number, numbering format and standard terms. Every document from then on carries them automatically.
- 2
Create the invoice
Pick the client, pull lines from your catalogue or type them in, and QuipDesk works out the discount, VAT and total as you go.
- 3
Send it and track it
Email or WhatsApp it in one click. You will see when it was delivered, when it was opened and when it was paid.
- 4
Get paid and reconcile
Card and instant EFT payments mark themselves off. Manual EFTs are allocated in two clicks, including part payments across several invoices.
What makes South African invoicing different
Generic international invoicing tools are built around US sales tax and card-only payments. That leaves you doing extra work every month. QuipDesk is built the other way around.
- VAT at 15%, with the exclusive and inclusive handling South African businesses expect.
- Rands throughout, with amounts formatted the way local clients read them.
- EFT is a first-class payment method, not an afterthought — your banking details are on every invoice and the reconciliation is built in.
- Local gateways in the portal, so a client can pay with the card in their pocket without an international checkout page.
- WhatsApp delivery, because that is where a large share of South African business conversation happens.
Moving off a spreadsheet
You do not have to start from scratch. Import your client list and your product or service catalogue from CSV, set your next invoice number so it continues where your spreadsheet left off, and carry over opening balances for anyone who already owes you. Most businesses are sending live invoices the same afternoon.
What it costs
Starter is R129 a month, Professional is R299 and Business is R599. Every new workspace gets a 14-day trial with full Professional features, and you are not asked for a card to start it.
Questions
Common questions
- Is QuipDesk suitable if I am not VAT registered?
- Yes. Turn VAT off in your settings and your documents are issued as invoices without a tax line. When you register later, switch it on and QuipDesk starts applying 15% from that point.
- Does QuipDesk hold my clients' money?
- No. You connect your own PayFast, Yoco or Paystack account, so payments settle directly into your bank account on your gateway's normal settlement cycle. QuipDesk is never the merchant of record.
- Can I keep my current invoice numbers?
- Yes. You set the prefix, the padding, whether the sequence resets each year, and the next number to issue.
- Can my accountant get what they need?
- Every list and report exports to CSV or PDF, including a VAT summary for the period, so your accountant works from real data instead of a rebuilt spreadsheet.
Try it on your next invoice
Start a free 14-day trial with full Professional features. No card, no setup call, and your data is yours to export at any time.