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Invoice template and format

Checked against the VAT Act on by Timo van Deventer, Senior AI Product Specialist Word, Excel and PDF

Short answer

An invoice asks your client to pay for what you supplied: your business and theirs, an invoice number and date, each item with its quantity and price, and the total. If you're registered for VAT, it's a tax invoice: add your VAT number and 15% VAT, and above R5 000 your client's address too.
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INVOICE

[Your business name] · [Address] · [Phone] · [Email]

VAT no.: [only if you are registered for VAT]

Invoice no. INV-0001 · Date [DD Month YYYY] · Due [DD Month YYYY]

Bill to: [Client name or company], [Client address]. VAT no.: [if your client is registered for VAT]

DescriptionQtyUnit priceAmount
[Item or service]1R0.00R0.00
[Item or service]1R0.00R0.00

Subtotal R0.00 · VAT 15% R0.00 (only if you are registered for VAT) · Total due R0.00

Banking details: [Bank], [Account holder], [Account number], [Branch code]. Payment reference: [Invoice number]

Notes: [Payment terms, for example: payment due within 30 days]

What a tax invoice must show

These come from section 20(4) of the VAT Act. Above R5 000, including VAT, a tax invoice needs all of them. At R5 000 or less, an abridged tax invoice can leave out your client's details and the quantities (section 20(5)). If you're not registered for VAT, you issue an ordinary invoice, without VAT or a VAT number.

  • The words "Tax invoice", "VAT invoice" or "Invoice"
  • Your business name
  • Your address
  • Your VAT registration number
  • Your client's name
  • Your client's address
  • Your client's VAT registration number, if they're registered for VAT
  • An invoice number of its own, in a series
  • The date you issue it
  • A description of what you supplied, saying when goods are second-hand
  • The quantity or volume
  • The amount before VAT, the VAT and the total, in rand

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This template is general information, not tax advice.

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Invoice questions

Is there a free invoice template?
Yes. This one downloads free in Word, Excel and PDF. The Excel version adds up the amounts, VAT and total for you. Or fill it in online with the invoice generator and download it as a PDF.
How do I write a simple invoice?
Put "Invoice" at the top, then your business name and contact details, your client's name, an invoice number and the date. List each item with its quantity, price and amount, then the total and when it is due. Add your banking details so your client can pay.
What is the difference between an invoice and a tax invoice in South Africa?
A tax invoice is the invoice a VAT-registered business issues for a taxable supply, with the details section 20 of the VAT Act lists, such as both VAT numbers and the VAT amount. Your client needs it to claim the VAT back. A business that isn't registered for VAT issues an ordinary invoice, without VAT.
Can a tax invoice just say "Invoice" at the top?
Yes. The Act accepts the words "tax invoice", "VAT invoice" or "invoice" (section 20(4)(a)). So this template, headed "Invoice", works for a tax invoice too, once you add your VAT number and the VAT.
Is an invoice necessary?
If you're registered for VAT, you must issue a tax invoice within 21 days of a taxable supply (section 20(1)), except for R50 or less paid in money, where a document SARS accepts will do (section 20(6)). If you're not registered for VAT, the VAT Act doesn't require one, but an invoice tells your client what to pay and by when.
Can I use this template if I'm not VAT-registered?
Yes. Leave out the VAT number and the VAT line, so the total is the subtotal. Only VAT vendors may issue tax invoices or charge VAT.

This template is general information, not tax advice.

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