South Africa · Excel + Google Sheets · Rand

Invoices, quotes and a cashbook, made for South African small businesses

One Excel / Google Sheets file. Rand. VAT or non-VAT. Know who owes you and whether you made a profit this month. R149 once-off.

SA Small Business Invoice and Cashbook Kit: invoice, summary and cashbook sheets

Sound familiar?

You retype the invoice in Word every time, and the totals are sometimes wrong.
You're not sure what to write on an invoice when you're not VAT registered.
Customers pay late, and you only notice weeks later.
At the end of the month you can't say whether you actually made a profit.

What the kit does

You do	The kit does
Pick a customer and items	Fills in address, prices, totals, due date and payment reference
Choose "Not VAT registered" once	Uses "INVOICE", leaves out VAT and adds the right note
Type a payment when it arrives	Marks invoices paid, part-paid or overdue, and counts days overdue
Record money in and out	Keeps a running bank/cash balance and a monthly profit summary
Pick a customer	Builds a statement of everything they owe
Enter your cost	Works out prices from markup or margin, including card fees

See inside the kit

Real screenshots from the EXAMPLE workbook (a fictional Durban handyman business).

Invoice sheet with non-VAT wording and payment details — Invoice: pick a customer and items; totals, due date and reference fill in.

Invoice register showing paid, part-paid and overdue invoices — Invoice Register: who owes you what, with overdue alerts.

Customer statement listing invoices, payments and balance — Customer Statement: everything a customer owes, in one page.

Cashbook with categories and running balance — Cashbook: every rand in and out, with a running balance.

Monthly summary with income, expenses, profit and a chart — Summary: income, expenses and profit per month, with a chart.

Price calculator for markup, margin and card fees — Price Calculator: markup vs margin, and card or Paystack fees.

View a preview of all the main sheets (large image)

What's inside (one workbook, 11 tabs)

Invoice. Pick a customer and items from drop-downs. Totals, due date and payment reference fill in. Prints to A4 or saves as a PDF.
Quote. Same layout, with a "valid until" date.
VAT or non-VAT. Not VAT registered: "INVOICE", no VAT line, "Supplier not registered for VAT". VAT registered: switch one setting for a "TAX INVOICE" with your VAT number and VAT at 15%.
Company details. Your CIPC registration number prints on invoices and statements, as companies are required to show it.
Invoice Register. Log payments. Paid, part-paid and overdue are highlighted, with days overdue.
Customer Statement. Pick a customer to see all their invoices, payments and the amount owing.
Cashbook. Every rand in and out, with 26 SA-friendly categories (airtime & data, fuel, stock, bank charges, owner drawings…) and a running balance.
Summary. Income, expenses and profit per month for your financial year (March–February by default, changeable), spending by category, a chart, your bank balance and what customers owe you.
Price Calculator. Markup vs margin, and the price that still leaves your profit after card-machine or Paystack fees.
Customers and Products tabs. Type things once and pick them from drop-downs after that.

What you get

The BLANK workbook, ready for your business
An EXAMPLE workbook with a fictional Durban business, so you can see everything working
A Quick-Start Guide (PDF)
Works in Excel, Google Sheets (free) and LibreOffice. No macros.

Who it's for

Sole traders, (Pty) Ltds, freelancers, tradespeople, home bakers, salons, tutors, resellers and side hustles. Anyone who sends up to a few dozen invoices a month and doesn't want to pay monthly for accounting software yet.

Who it's not for

Businesses that need payroll, stock control across branches or full double-entry accounting. Use accounting software for that.

Good to know

This is a record-keeping tool, not accounting software, and not tax or legal advice.
Room for 1,000 invoices and 1,000 cashbook lines per year. Start a fresh copy each year.
Digital download. Nothing is posted to you.
Licence: use in your own business. Please don't resell or share the files. Licence terms.

Questions

Is it a subscription?

No. You pay once (R149) and keep the files.

I'm not VAT registered. Is this right for me?

Yes. That's the default setting. The document says "INVOICE", has no VAT line and prints "Supplier not registered for VAT".

Can I switch to VAT later?

Yes. Change one setting and enter your VAT number. The document becomes a "TAX INVOICE" with VAT at 15%.

Does it do my tax?

No. It keeps your records neat so tax time (or your accountant) is easier. It is a record-keeping tool, not accounting software, and not tax or legal advice.

Which programs does it work with?

Microsoft Excel (Windows, Mac and mobile), Google Sheets (free) and LibreOffice. No macros, no subscription and no internet connection needed.

Can I use it on my phone?

Yes, through Google Sheets or the Excel app. Typing is easier on a computer.

Can I add my logo?

Yes. Unprotect the Invoice sheet (there is no password) and insert your logo in the top-left.

How many invoices does it hold?

Room for 1,000 invoices and 1,000 cashbook lines per year. Start a fresh copy each year.

How do I get it?

Straight after payment you get a download link on screen and by email. It's a digital download: nothing is posted to you.

Can I share it with my bookkeeper or staff?

You can share the documents you create (invoices, quotes, statements) with anyone. The licence covers use in your own business; please don't resell, upload or give away the template files.

What if the file doesn't work?

Email us. If a file doesn't open or doesn't work as described, we'll fix or replace it, or refund you. See the refund policy.

Get the kit – R149 Coming soon Try the free template first

Secure checkout on Payhip, with card payments processed by Paystack. Sold by Ubuhlakani Labs (Pty) Ltd t/a AutonomyLabs, Reg. No. 2026/174689/07, Durban. Not VAT registered.