Whether you're a designer, developer, consultant or tradesperson, getting your invoicing right means getting paid — and staying on the right side of SARS. Here's how to invoice properly as a freelancer or sole proprietor in South Africa.
What every invoice must include
A professional invoice should have:
- Your details — name or business name, contact details, and your VAT number if you're VAT-registered
- The client's details
- A unique invoice number and the date
- A clear description of the work, with quantities and unit prices
- The subtotal, VAT (if applicable), and total
- Your banking details and payment terms (e.g. "due within 30 days")
If you're registered for VAT, it must be a proper tax invoice showing the VAT number and the 15% VAT amount.
Do freelancers charge VAT?
Only if you're registered for VAT — which is compulsory once your turnover passes R1 million in 12 months (voluntary from R50,000). Below that, you simply don't add VAT. See do I need to register for VAT?
Getting paid faster
- Invoice immediately — the sooner it's sent, the sooner it's paid.
- Set clear terms — "due within 7/14/30 days" beats leaving it open.
- Follow up — a polite reminder a few days after the due date works. (Automated reminders help you avoid the awkward chase.)
Need to send invoices that track themselves? 360books creates, sends and records your invoices — and chases the late ones for you.
Keep records for SARS
As a sole proprietor your freelance income is taxed on the individual sliding scale, and you're a provisional taxpayer, so keep every invoice — SARS expects records for five years. Our salary/income tax calculator helps you estimate what you'll owe.
From invoice to paid to filed
A one-off invoice is easy; keeping track of dozens, chasing late payers, and pulling it together for tax is the hard part. 360books sends your invoices, records payments, chases overdue accounts automatically, and keeps everything ready for SARS — so freelancing feels less like admin.