Contractor Invoice Template South Africa
A contractor invoice bills a client for work done under a contract, often a fixed day rate for an agreed period or a set of milestones. This template is set up for South Africa: amounts in ZAR, VAT at 15% on each line. Change anything you like, then download it as a PDF.
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How to write a contractor invoice
- Quote the client's purchase order or contract number; many companies will not pay an invoice without it.
- Attach or reference the approved timesheet for the period you are billing.
- List expenses on their own lines and keep the receipts.
- Check whether your client must withhold tax from your payments in your country.
Not sure what to charge? Work out your minimum rate with the freelance rate calculator, and agree the price first with the quote generator.
What an invoice must include in South Africa
- Full tax invoice (supplies over R5,000): the words 'Tax Invoice' in a prominent place
- Supplier's name, address and VAT registration number
- Recipient's name and address, and VAT registration number if the recipient is a vendor
- Serial number and date of issue
- Full and proper description of the goods or services
- Quantity or volume
- Value of the supply, VAT charged and total consideration (or the consideration with a statement that it includes VAT and the rate)
- Must be issued within 21 days of the supply
Invoice rules in South Africa at a glance
- Tax
- VAT, standard rate 15%. See all rates and the VAT calculator
- Tax number
- VAT registration number
- Title
- Tax invoice (VAT vendors)
- Not registered for tax
- Only registered VAT vendors may charge VAT or issue tax invoices; a business that is not registered must not show VAT. Compulsory registration applies once taxable supplies exceed R2.3 million a year (from 1 April 2026).
- Small invoices
- An abridged tax invoice (no recipient details) may be issued for supplies of R5,000 or less, and no tax invoice is needed for R50 or less (a till slip showing VAT is enough).
- Payment terms
- No statutory default payment period; the agreed terms apply.
- Late payment
- No statutory late payment fee or B2B late interest regime. Interest is what the contract says; where interest is owed but no rate is agreed, the Prescribed Rate of Interest Act rate applies.
- Keep records
- 5 years from the date of submission of the return (Tax Administration Act).
Contractor Invoice Template South Africa: frequently asked questions
How do contractors invoice for a day rate?
Put the number of days worked as the quantity and your day rate as the price, with the period in the description, for example “Contract work, March 2026: 20 days”. Reference the approved timesheet.
Can I add expenses to a contractor invoice?
Yes, if your contract allows it. Put each expense on its own line, keep the receipts and do not add a markup unless it was agreed.
Do I have to charge VAT on my invoices in South Africa?
Only registered VAT vendors may charge VAT or issue tax invoices; a business that is not registered must not show VAT. Compulsory registration applies once taxable supplies exceed R2.3 million a year (from 1 April 2026).
How long must I keep invoices in South Africa?
5 years from the date of submission of the return (Tax Administration Act).
Can I charge interest on late payments in South Africa?
No statutory late payment fee or B2B late interest regime. Interest is what the contract says; where interest is owed but no rate is agreed, the Prescribed Rate of Interest Act rate applies. SARB repo rate 7.25% after the September 2026 MPC (reported 24 September 2026), implying a prescribed rate of 10.75% from about 1 November 2026 (10.50% while the repo was 7.00%). Not confirmed against an official Department of Justice notice. Work it out with the late payment calculator.
Is this invoice template free?
Yes. Edit the template in your browser and download it as a PDF for free, with no sign-up and no watermark. Nothing you type is uploaded.
Sources
The rules on this page were checked in October 2026 and are general information, not legal or tax advice. Check the official sources or ask an accountant in South Africa if you are unsure what your invoices must show.
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