Invoicing software for cleaning and facilities companies in South Africa

Most cleaning businesses bill the same twenty or fifty sites on the first of the month, and every one is rebuilt by hand in a spreadsheet or Word template. One typo in a site rate or a missed escalation and you either undercharge for a year or spend a morning issuing a credit note. The bigger you get, the longer that week becomes.

Bin liners, hand towel, sanitiser, mop heads and chemicals get issued to a site by whoever is at the store that morning, often with no record. At month end you know stock is down but you cannot say which contract consumed it, so the recovery you priced into the contract quietly disappears into overheads.

A client asks for a carpet clean, a post-build wash or an extra Saturday shift. Your supervisor says yes, does the work, and nobody tells the office in time to bill it. Weeks later the client disputes it because there is no signed quote or job record to point at, and you write it off to keep the contract.

Fuel slips, chemical purchases, equipment repairs and PPE receipts live in vehicles, wallets and WhatsApp. When the VAT201 is due on eFiling, input VAT gets under-claimed because the tax invoices cannot be found, and your accountant charges you for the cleanup instead of for advice.

Set up each contract with its site, monthly rate, and any agreed escalation, then raise the full month's invoices as a batch instead of one at a time. Every invoice carries your VAT number, the client's details and a proper tax invoice layout, and emails straight from the app. What used to be a week of typing becomes a review-and-send.

Your store is tracked as real inventory. When bin liners or chemicals are issued for a contract, they come off stock and attach to that site, so you can see consumption per client and bill recoveries with the quantities to back them up. Reorder alerts stop the Friday panic run to the supplier.

A supervisor can raise a quote for a deep clean or extra shift from the mobile app while standing with the client, get it approved, and have it convert to an invoice once the work is done. Nothing depends on someone remembering to phone the office, and the client sees the same numbers you do.

Photograph a supplier slip and the AI reads the amount, date, supplier and VAT, then files it against the right expense account. Your output and input VAT stay current as you work, so preparing the VAT201 on SARS eFiling is a matter of checking a report rather than rebuilding the period. Please confirm current rules with SARS or a local tax professional.