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Retainer Invoice for South Africa

Retainer Invoice Template for South Africa

A retainer invoice is a formal billing document used in South African business practice to charge for ongoing professional services provided under a retainer arrangement. The document complies with South African VAT Act requirements and includes essential elements such as tax registration details, service period specifications, and payment terms. It serves as both a billing instrument and a record of services provided during a specified period, incorporating all necessary elements required by South African tax authorities while maintaining transparency in the business relationship between service provider and client.

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What is a Retainer Invoice?

The Retainer Invoice is a specialized billing document used in South African business contexts where ongoing professional services are provided under a retainer arrangement. It serves as a formal record of charges for regular services, typically issued on a recurring basis (monthly, quarterly, or annually). This document must comply with South African Value Added Tax Act 89 of 1991 requirements, including mandatory VAT registration details and tax calculations. The Retainer Invoice is particularly useful for professional service providers who maintain ongoing client relationships and need to document regular billing cycles while ensuring compliance with local tax and business regulations. It includes essential information such as the service period, scope of services covered, payment terms, and any additional charges beyond the standard retainer fee.

What sections should be included in a Retainer Invoice?

1. Invoice Header: Company letterhead, invoice number, date, and VAT registration number

2. Client Information: Full client details including registered name, physical address, and VAT number if applicable

3. Retainer Period: Clear specification of the billing period covered by the retainer

4. Services Covered: Description of services included under the retainer arrangement

5. Fee Calculation: Breakdown of the retainer fee including base amount

6. VAT Calculation: Separate display of VAT amount as required by South African law

7. Total Amount Due: Clear statement of the total amount payable including VAT

8. Payment Terms: Due date and accepted payment methods

9. Banking Details: Company's banking information for payment processing

What sections are optional to include in a Retainer Invoice?

1. Time Breakdown: Detailed breakdown of time spent on specific activities - include when the retainer is based on tracked hours

2. Additional Charges: Section detailing any charges beyond the standard retainer fee - include when there are extra billable items

3. Service Level Summary: Summary of service levels achieved during the period - include for retainers with SLA components

4. Unused Hours Credit: Statement of any unused hours carried forward - include for time-based retainers with rollover provisions

5. Discount Applied: Details of any applicable discounts - include when special pricing arrangements exist

What schedules should be included in a Retainer Invoice?

1. Detailed Time Sheet: Itemized listing of all activities and time spent (if relevant to the retainer model)

2. Service Level Report: Detailed report of service levels and performance metrics

3. Resource Allocation Schedule: Breakdown of resources allocated during the period

4. Rate Card: Schedule of standard rates for reference against retainer savings

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

Legal Services

Consulting

Information Technology

Marketing and Advertising

Business Advisory

Accounting Services

Public Relations

Management Consulting

Engineering Services

Healthcare Services

Professional Services

Creative Services

Relevant Teams

Finance

Accounts Receivable

Client Services

Operations

Administration

Business Development

Professional Services

Account Management

Billing

Legal Operations

Relevant Roles

Finance Manager

Accounts Receivable Specialist

Billing Coordinator

Financial Controller

Account Manager

Business Development Manager

Managing Partner

Chief Financial Officer

Accounts Manager

Practice Manager

Operations Director

Client Services Manager

Professional Services Director

Billing Administrator

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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