Invoicing software for printing presses and signage shops in South Africa

Most print shops price jobs in a spreadsheet or on WhatsApp, then rebuild the same lines again in an invoice once the job is done. The re-typing is where quantities, finishing charges and agreed discounts quietly go wrong, and where an approved quote turns into an argument with the customer about what was actually agreed.

Banners are printed, business cards are trimmed, the client has collected — and nobody raised the invoice. In a busy week it is normal for R30 000 or R40 000 of completed work to sit uninvoiced simply because the paperwork lives in a different place from the production board.

A job eats vinyl, laminate, ink, boards, eyelets and machine time, but very few shops know what any single job actually cost. You price off gut feel and last year's rates, then wonder why a busy month still leaves nothing in the bank account.

Half the work is 50% deposit up front, half is on 30-day account with schools, agencies and municipalities. Tracking who paid a deposit, who still owes the balance, and which of those movements belong in the VAT201 period is a monthly headache when it lives across a bank app, a receipt book and a spreadsheet.

Build the quote in Tallium AI with your real line items — substrate, size, finishing, artwork setup, delivery — and send it as a proper PDF. When the customer approves, convert the same quote straight into a job and then into a tax invoice. Nothing is re-typed, so the price the client agreed to is the price you bill.

Each job carries its status from artwork approval through printing, finishing and collection. The moment a job is marked collected it appears on your ready-to-invoice list, so the front counter can raise and email the invoice in under a minute instead of leaving it for month-end.

Log rolls, boards, ink and consumables as inventory. When a job consumes materials, Tallium AI pulls the cost through, so each job shows what you charged, what it cost and what you actually kept. Over a few weeks you can see plainly which product lines — flyers, vehicle branding, signage installs — are worth chasing.

Tax invoices carry your VAT number and the required details, deposits and balances are recorded correctly, and output and input VAT are tracked as you trade — so the figures behind your VAT201 on SARS eFiling are already there. Please confirm current rules with SARS or a local tax professional before filing.