The quotation template South African businesses need.

Guide

How to write a quotation in South Africa.

A quote (or quotation) tells your customer exactly what you will do or supply, and what it will cost, before they say yes. A clear quote wins more work and saves arguments later. Here is what a good South African quote includes:

1. Your business details: trading name, address, contact details and, if you are a VAT vendor, your VAT number.
2. Your customer’s details: their name or company, and their address and VAT number if they will need a tax invoice later.
3. A quote number and date, so you can both refer to it, and how long the quote is valid for (30 days is common).
4. Line items: a clear description, quantity and rate for each product or service, so the customer sees what they are paying for.
5. VAT: if you are VAT registered, show 15% VAT and the total your customer will actually pay. If you are not, do not add VAT.
6. Terms: deposit, payment terms, what is excluded, and how the customer accepts (a signature, or online acceptance).

Quote, estimate or invoice?

A quote is a fixed price for the work as described. An estimate is a best guess that can change once the work starts. An invoice asks for payment after the customer has agreed. In South Africa, a VAT vendor’s invoice must be a tax invoice with the right details. See what goes on a tax invoice.

From quote to invoice without retyping

A Word or Excel template is fine for the odd quote. Once you quote every week, quote software saves hours. Your items are saved, customers accept online, reminders follow up for you, and an accepted quote becomes an invoice in one click.