Send Professional Quotes via WhatsApp
Tradespeople and small business owners in South Africa send prices on WhatsApp every day. “R4,500 for the job, materials included.” But an informal message is not a quote. It has no scope, no terms, no validity period. wabill turns that message into a professional PDF quote in seconds.
Quote to invoice in one step
Create a quote on WhatsApp. When the client says yes, say “convert to invoice” and wabill turns it into a final invoice. No re-typing. 10 free documents to start.
Why professional quotes beat informal WhatsApp prices
Sending “R8,000 for the DB board” on WhatsApp can seem faster, but it creates problems:
- No scope. The client thinks R8,000 includes everything. You thought it excluded the distribution board itself.
- No validity. You quoted R8,000 in January. The client comes back in April and expects the same price, but copper prices have increased.
- No terms. No deposit requirement, no payment deadline, no cancellation clause.
- No record. If there's a dispute, a WhatsApp message is hard to reference in a formal complaint or legal proceeding.
- Looks unprofessional. Your competitor sends a proper PDF quote. You send a text message. Who does the client trust more?
A professional PDF quote protects both you and your client. It sets clear expectations. And with wabill, it takes the same amount of time as typing a WhatsApp message.
What a quote must include
Under the Consumer Protection Act 68 of 2008, Section 23, consumers have the right to information in plain and understandable language. A professional quote should include:
- Your business name and contact details
- Client name and details
- Quote number and date
- Validity period (e.g., 'Valid for 30 days')
- Detailed description of the work or goods
- Itemised pricing, with each item showing quantity and amount
- What is excluded (prevents scope disputes)
- Subtotal, VAT (if registered), and total
- Payment terms: deposit, milestones, or payment on completion
- Your bank details
How wabill quotes work
Describe the job
Message wabill on WhatsApp or use the dashboard. Tell us what you're quoting for, what each part costs, and the amounts.
Get a professional PDF
wabill generates a formatted PDF quote with your business details, logo, a full breakdown, VAT (if applicable), validity period, and terms.
Send it on WhatsApp
Send the PDF directly to your client on WhatsApp. They receive a professional document, not a text message.
Convert to invoice
When the client accepts, say 'convert to invoice' and wabill creates a final invoice from the quote. Same details, ready to send.
Example: electrician quoting a DB board replacement
WhatsApp message to wabill:
“Quote for Mrs van der Merwe: DB board replacement, new 20-way board R2,800, labour 6 hours at R450, earth leakage unit R650, circuit breakers x 12 at R85 each, cable and sundries R500. Valid 14 days. 50% deposit on acceptance.”
QUOTATION #QUO-2026-041
Dlamini Electrical Services
15 Main Road, Parktown, Johannesburg
Tel: 073 890 1234
To: Mrs S. van der Merwe
Date: 5 March 2026
Valid until: 19 March 2026
20-way distribution board: R2,800.00
Labour (6 hours @ R450/hr): R2,700.00
Earth leakage unit: R650.00
Circuit breakers x 12 @ R85: R1,020.00
Cable and sundries: R500.00
TOTAL: R7,670.00
Terms: 50% deposit on acceptance. Balance on completion. Valid for 14 days. Not VAT registered.
The client receives a proper PDF, not a chat message. They can share it with their spouse, compare it with other quotes, and refer back to the exact scope when the work is being done.
Quotes and the law in South Africa
A few legal points that every South African business owner should know about quotes:
- Offer and acceptance: under SA contract law, a quote is an offer. When the client accepts it (verbally, in writing, or by paying a deposit), it becomes a binding contract.
- Consumer Protection Act, Section 23: consumers have the right to receive information in plain language. Your quote must clearly state what is included, what is excluded, and the total cost.
- VAT Act 89 of 1991: if you are VAT registered, your quote should reflect the VAT breakdown so the client knows the full cost before accepting.
- Validity period: always state how long the quote is valid. Without a validity period, a client could accept a quote months later when your costs have changed.
- Written record: a PDF quote sent on WhatsApp serves as a written record. This is valuable evidence in any dispute.
Tips for winning work with professional quotes
- Respond quickly. The first quote often wins, especially for urgent work. wabill lets you create a quote in under 60 seconds.
- Be specific. 'DB board replacement, 20-way, with earth leakage' beats 'Electrical work'. Specific quotes build trust.
- Show your expertise. Include relevant details like materials and brands. It shows you know the job.
- State exclusions clearly. 'Excludes painting and plastering after installation'. This prevents disputes.
- Include a deposit clause. 50% deposit on acceptance is standard in SA. It protects you and shows the client you're serious.
- Follow up. If you haven't heard back in 3 days, send a polite follow-up on WhatsApp. Many clients are comparing quotes and a reminder helps.
Converting quotes to invoices
The quote-to-invoice workflow is one of wabill's most useful features for tradespeople and service providers:
- Create a quote and send it to your client
- Client accepts. Say 'convert to invoice' on WhatsApp or tap the button on the dashboard
- wabill creates an invoice with the same breakdown and amounts
- Send the invoice to the client with a payment link or your bank details
- Track payment status on the dashboard
No re-typing. No copy-pasting from a Word doc. The quote and invoice are linked, and you have a complete paper trail from quotation to payment.
Pricing
10 free documents (quotes and invoices combined) to start, no card needed. After that, R49/month for unlimited documents.
FAQ
Can I convert a quote to an invoice?
Yes. Once your client accepts the quote, just say 'convert to invoice' on WhatsApp or tap 'Convert to Invoice' on the dashboard. wabill turns the quote into a final invoice automatically. Same breakdown, same amounts, ready to send.
Does the quote include VAT?
If you are VAT registered, yes. wabill will include the VAT breakdown (excl. VAT, VAT at 15%, total incl. VAT) and your VAT registration number. If you are not VAT registered, the quote shows the total amount only. Never add VAT to a quote if you are not registered.
How long should a quote be valid?
30 days is standard for most industries in South Africa. Construction and building work often use 14 days due to fluctuating material costs. For services, 30 to 60 days is common. Always state the validity period on your quote. wabill includes this automatically.
Can I send quotes to multiple clients?
Yes. Create individual quotes for each client on WhatsApp or the dashboard. Each quote gets its own number, client details, and full breakdown. You can manage all your quotes from the dashboard and see which ones have been accepted.
Is a WhatsApp quote legally valid?
Yes. Under South African contract law, a quote becomes a binding agreement when the client accepts it, regardless of how it was delivered. A professional PDF quote sent via WhatsApp carries the same legal weight as one sent by email or post. What matters is the content, not the delivery method.
10 free documents. No card needed.