Key takeaways
- Label rand prices ZAR and make the tax basis of the offer explicit.
- Ask whether the customer's accounts team requires a PO before work starts.
- Separate the completed scope from extras and obtain approval for changes.
- VAT vendors should check SARS's tax-invoice guidance rather than relying on sample fields.
A quotation that survives procurement review
A useful quote identifies the supplier and customer, reference, date, expiry, currency, scope, quantities or service stages, exclusions and delivery expectations. State whether the displayed prices exclude or include applicable tax; do not leave the buyer to infer it. For a project, distinguish an agreed fixed scope from an estimate that still depends on investigation. A professional layout cannot resolve vague commercial terms.
| Business situation | Useful record | What to agree first |
|---|---|---|
| Freelance design | Quotation and service terms | Deliverables, revisions and approval |
| Contractor installation | Scope, quotation and completion evidence | Site conditions, exclusions and acceptance |
| B2B goods purchase | PO, delivery note and invoice | Specification, quantities and receiving contact |
| Supplier onboarding | Company profile and requested evidence | Actual capabilities and authentic qualifications |
ZAR example: consultant project with milestones
Fictional example: a Cape Town consultant quotes three research workshops at ZAR 4,500 each, plus a ZAR 6,500 report. The commercial subtotal is ZAR 20,000 before applicable tax. The agreement sets out workshop dates, the report scope and who accepts delivery. Do not call this the final tax-inclusive amount without confirming the business's VAT status and applicable treatment.
- QT-ZA-019 states the three workshops, report, exclusions and quote validity.
- The customer's PO references the accepted quotation and billing entity.
- The consultant retains attendance or completion evidence and report acceptance.
- The invoice identifies the approved milestone and PO reference rather than using a generic 'consulting' line.
- Any additional workshop gets separate written approval before it is billed.
For advance or staged payments, state which amount is billed at each stage and reconcile payments already credited. A payment receipt records what was received; it does not independently prove that every contract deliverable was accepted.
Use PO matching to prevent payment delays
- Confirm the customer's exact billing entity and accounts contact.
- Ask whether a PO must be issued before the job begins.
- Compare the PO with your approved quote and resolve differences in scope, price or tax basis.
- Retain delivery or milestone approval with the invoice.
- Check that the invoice carries the relevant PO and quote references and agreed payment date.
- If the customer disputes a line, reconcile the underlying scope rather than silently rewriting sent records.
For goods, compare ordered, received and billed quantities. For services, compare the approved milestone with evidence of completion. A company profile can support supplier introductions with real team skills and project examples, but should not assert a certification or procurement status you cannot substantiate.
Ordinary invoices and SARS tax-invoice requirements
SARS publishes guidance on VAT and tax invoices. If your business is a VAT vendor, check the current tax-invoice requirements and the treatment applicable to the supply. A non-vendor should not copy a vendor's tax number or charge VAT merely because the template shows a tax line. This page does not set a VAT rate, threshold or mandatory invoice-field list; use the official SARS material and professional advice for those decisions.
DocMak helps you prepare professional business documents; it is not a tax-authority invoicing system, a company-registration service or an officially approved compliance product. Free creation and downloads remain subject to the existing account and usage limits. Use your applicable tax treatment, not a template's sample rate. Currency selection labels the amounts you enter; it does not convert them.
Make your quotation or invoice in DocMak
Select the quotation template that suits your business, choose ZAR and enter the approved goods or service lines. Add the scope, exclusions and validity before previewing. When billing, use the invoice tool and your real customer and PO references; check the tax basis and payment instructions. The PO tool is for the buyer's order, not a replacement supplier invoice.
Use a free DocMak account when you want to save and reuse documents, subject to existing plan limits. The links below include the relevant tools and a purchase-order explainer so your next step follows the actual transaction.
Frequently asked questions
Can I prepare a rand quotation online?
Yes. Choose ZAR and enter your agreed rand prices. Currency selection labels the amounts; it does not convert exchange rates.
Should an invoice reference the customer's purchase order?
Where the customer uses a PO, include its reference and check that the billed scope and amounts match the approved order.
Is every invoice a SARS tax invoice?
No. Tax-invoice requirements depend on the applicable VAT rules. Consult SARS guidance and your adviser rather than relying on a branded commercial template.
Official sources
Check these official pages for the latest requirements before filing or making a compliance decision.