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Clean Invoice for South Africa

Clean Invoice Template for South Africa

A Clean Invoice is a standardized billing document used in South African business transactions that complies with the Value-Added Tax Act 89 of 1991 and other relevant South African legislation. It serves as an official record of a sale or service provision, containing all legally required elements including VAT information, comprehensive supplier and customer details, clear itemization of goods or services, and complete payment information. The document plays a crucial role in business record-keeping, tax compliance, and financial tracking, while meeting South African Revenue Service (SARS) requirements for valid tax documentation.

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What is a Clean Invoice?

A Clean Invoice is a fundamental business document used in South African commercial transactions, designed to comply with local tax laws and business regulations. This document type is essential when businesses need to provide clear, compliant documentation of sales or services rendered, particularly in scenarios requiring VAT recording and tax documentation. The Clean Invoice must adhere to the requirements set forth in the Value-Added Tax Act 89 of 1991 and other relevant South African legislation, making it suitable for both VAT-registered and non-VAT registered vendors. It serves multiple purposes: providing proof of transaction, enabling tax compliance, facilitating payment processing, and maintaining accurate business records. The document is particularly important in South Africa's business environment where proper VAT documentation is crucial for tax returns and auditing purposes.

What sections should be included in a Clean Invoice?

1. Company Information Header: Company name, registration number, VAT number, and full contact details of the issuing company

2. Invoice Details: Invoice number, date of issue, and payment due date

3. Client Information: Full legal name, registration number (if applicable), VAT number (if applicable), and address of the client

4. Item Description: Clear description of goods/services provided

5. Pricing Details: Unit prices, quantities, and subtotal amounts excluding VAT

6. VAT Information: VAT amount clearly shown and calculated at the current rate

7. Total Amount: Final amount including VAT in both figures and words

8. Payment Information: Bank account details and payment reference requirements

What sections are optional to include in a Clean Invoice?

1. Purchase Order Reference: Include when the client has provided a PO number or when required by client's procurement process

2. Delivery Details: Required when goods are physically delivered to a different address

3. Special Instructions: Any specific payment terms, delivery instructions, or special conditions

4. Foreign Currency Information: Include when transaction involves foreign currency, showing exchange rate and equivalent amounts

5. Trade Discount Section: When applicable, showing any trade or volume discounts applied

What schedules should be included in a Clean Invoice?

1. Detailed Item Breakdown: Detailed listing of individual items when the main invoice shows only category totals

2. Time Sheet Attachment: For service-based invoices where detailed time records need to be included

3. Delivery Documentation: Proof of delivery notes or related shipping documentation

4. Rate Card: Applicable when multiple service rates or product prices need to be referenced

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

South Africa

Publisher

Ƶ

Document Type

Invoice Form

Sector

Sales

Cost

Free to use
Relevant legal definitions




















Clauses










Relevant Industries

Retail

Manufacturing

Professional Services

Construction

Information Technology

Healthcare

Education

Hospitality

Financial Services

Consulting

Real Estate

Transportation and Logistics

Agriculture

Mining

Energy

Relevant Teams

Finance

Accounts Receivable

Accounting

Administration

Sales Operations

Tax

Credit Control

Business Operations

Revenue

Commercial Operations

Relevant Roles

Accountant

Financial Manager

Accounts Receivable Clerk

Bookkeeper

Finance Director

Tax Specialist

Business Owner

Financial Controller

Accounts Manager

Sales Administrator

Credit Controller

Finance Officer

Billing Coordinator

Administrative Assistant

Company Secretary

Industries





Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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