Quote Template for South African Businesses
Create professional quotations in seconds. No templates to download, just describe the job on WhatsApp.
Quote to invoice in one step
With wabill, once your client accepts the quote, just say “convert to invoice” and we turn it into a final invoice automatically.
What to include on a South African quote
A professional quote should include these elements to protect both you and your client:
- Your business name, address, and contact details
- Client name and contact details
- Unique quote number (e.g., QUO-2026-001)
- Date issued
- Validity period (e.g., 'Valid for 30 days')
- Detailed description of goods or services
- Quantity and unit price for each item
- Subtotal, VAT (if registered), and total
- Terms and conditions
- Your bank details (for when the client accepts)
Quote vs proforma invoice vs estimate
Quote / Quotation
A firm price offer for specific goods or services. Once accepted, it forms a binding contract. Most common in South African business.
Proforma Invoice
Same as a quote but formatted like an invoice. Common in international trade and government tenders. Used when the buyer needs a document for internal approval.
Estimate
An approximate cost, not a fixed price. Useful when the scope of work may change (e.g., repairs where you discover additional issues).
Example quote
An actual quote generated by wabill.
VAT on quotes
If you are registered for VAT (compulsory if turnover exceeds R1 million per year under the Value-Added Tax Act 89 of 1991), your quotes must show the VAT breakdown. Even though a quote is not a tax invoice, it sets the client's expectation. Always show:
- Amount excluding VAT
- VAT at 15%
- Total including VAT
- Your VAT registration number
Tips for better quotes
- Be specific. Vague descriptions lead to disputes
- State what's excluded. This prevents scope creep
- Include a validity period. Material costs change
- Add payment terms: deposit, milestones, or payment on completion
- Number your quotes for tracking and reference
Create quotes on WhatsApp
Skip the template. Just message wabill on WhatsApp:
“Quote for Ndlovu Trading: website design R12,000, logo R3,500, hosting R1,200, SEO setup R2,500. Valid 30 days. 50% deposit required.”
We create a professional PDF quote with all your business details. When the client accepts, say “convert to invoice” and we handle the rest. 10 free documents to start, then R49/month.
FAQ
What is the difference between a quote and an invoice?
A quote is an estimate provided before work begins. It is not a demand for payment. An invoice is issued after the work is done and requests payment. With wabill, you can convert a quote into an invoice with one message.
How long should a quote be valid for?
In South Africa, 30 days is standard for most industries. Construction and building quotes often state 14 days due to fluctuating material costs. Always state the validity period clearly.
Must a quote include VAT?
If you're VAT registered, yes. Section 20 of the VAT Act 89 of 1991 requires you to reflect VAT on all tax-related documents. Show the amount excluding VAT, the VAT amount, and the total including VAT.
Is a quote legally binding?
A quote becomes a binding agreement when the client accepts it. Under South African contract law, acceptance of a quote creates a valid contract. This is why it's important to include clear terms and a validity period.
Can I create quotes on WhatsApp?
Yes. Message wabill on WhatsApp, describe what you're quoting for, and we generate a professional PDF quote. Send it directly to your client on WhatsApp.
10 free documents. No card needed.