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.
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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
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
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
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
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