Features
Everything a South African business needs to bill properly
QuoteFlow is modelled on the depth of a full accounting-adjacent billing system, but shaped around how local businesses actually quote, invoice and get paid.
01 · Quotes & estimates
Quotes & estimates
Win the job before you invoice it. Build professional quotes in minutes and know the moment a client opens one.
Line-item builder
Pull from your product and service catalogue, or type free-form lines with quantity, rate, discount and VAT.
Approve online
Clients approve or decline in their portal and sign with a typed or drawn signature — captured with a timestamp and IP.
Viewed tracking
See exactly when a quote was delivered, opened and acted on.
One-click conversion
Turn an approved quote into an invoice, a project or a recurring schedule without retyping anything.
Expiry dates & reminders
Quotes expire automatically and chase themselves with polite follow-ups.
02 · Invoicing
Invoicing
Every invoice numbered, VAT-correct and traceable from draft to paid.
Custom numbering
Prefixes, padding, per-year resets and separate sequences for quotes, invoices, credits and purchase orders.
SA VAT handling
15% by default, per-line or per-document, with zero-rated and exempt options and a tax summary report for SARS season.
Partial payments
Allocate deposits and part-payments across one or many invoices, with running balances.
Late fees & interest
Apply a fixed or percentage late fee automatically once an invoice passes its due date.
Credits & refunds
Issue credit notes, apply them to open invoices or refund them outright.
Multi-currency
Bill in ZAR, USD, EUR, GBP and more, with the exchange rate stored on the document.
03 · Recurring & retainers
Recurring & retainers
Set the schedule once and let the invoices, emails and payments run themselves.
Any schedule
Weekly, monthly, quarterly, annually or a custom interval, with a start date, end date or fixed cycle count.
Auto-send
Generate and email each cycle automatically, or hold them as drafts for review first.
Auto-billing
Charge a stored mandate on the due date where the gateway supports it.
Pause & resume
Suspend a retainer for a month without breaking the numbering or the schedule.
04 · Client portal
Client portal
A branded space where your clients see everything they need and pay you without an email thread.
Your branding
Your logo, colours and business name — not ours. Custom subdomain on higher plans.
Secure access
Passwordless magic links per contact, with optional passcode protection.
Documents & history
Quotes, invoices, credits, statements and every payment ever made, downloadable as PDF.
Pay online
PayFast, Yoco, Stitch and Paystack, shown side by side or individually.
Comments
Clients ask questions on the document itself instead of in a lost email.
05 · Payments
Payments
Local rails your clients already trust — money lands in your bank account, not ours.
PayFast
Cards, instant EFT, Masterpass and more from South Africa's most recognised gateway.
Yoco
Card payment links from the gateway most SA small businesses already use in-store.
Stitch
Pay-by-bank instant EFT with low fees and instant confirmation.
Paystack
Cards and EFT with strong support across South Africa and the rest of Africa.
Manual reconciliation
Record EFTs and cash against invoices, with your banking details printed on the PDF.
06 · PDF templates
PDF templates
Documents that look like a design studio made them, generated in a second.
Five built-in templates
Modern, Classic, Bold, Minimal and Statement — each fully responsive to your content.
Brand controls
Logo, accent colour, font pairing, footer text, standard terms and signature block.
Column control
Show or hide quantity, unit, discount, tax and cost columns per document type.
Live preview
See the finished PDF update as you change settings — no test sends required.
Draft watermarks
Anything unsent is clearly marked so nothing goes out by accident.
07 · Email & reminders
Email & reminders
Automatic, polite, relentless follow-up so you stop chasing money by hand.
Template per event
Quote sent, invoice sent, payment received, statement, and each reminder stage.
Merge fields
Client name, document number, amount due, due date, payment link and more.
Reminder schedules
Before due, on due, and any number of overdue stages with escalating tone.
Delivery log
Sent, delivered, opened and bounced, recorded on the document's timeline.
08 · Expenses, projects & time
Expenses, projects & time
The rest of the money story, in the same place as the invoices.
Expenses
Categories, vendors, receipt uploads, VAT input tracking and one-click rebilling to a client.
Projects & tasks
Group work by project, set budgets and track progress against them.
Time tracking
Start a timer or log hours, then pull unbilled time onto an invoice.
Purchase orders
Issue POs to vendors and match them against incoming expenses.
Products & services
A catalogue with default price, cost, tax rate and notes for fast document building.
09 · Reporting
Reporting
Know what you're owed, by whom, and how the business is actually doing.
Debtors ageing
Current, 30, 60, 90 and 120+ days, per client and in total.
Revenue & profit
Income against expenses over any period, by client, project or category.
VAT summary
Output and input VAT for any period, ready for your VAT201.
Client statements
Generate and email a statement of account for any client, any date range.
Exports
CSV and PDF exports of every report, ready for your accountant.
10 · Team & control
Team & control
Bring in staff and your accountant without handing over the keys.
Roles
Owner, admin, staff and accountant, each with a different slice of the system.
Permissions enforced server-side
Access rules live in the database, not just in the interface.
Activity log
Who changed what, when, on every record.
Document storage
Attach contracts, receipts, photos and signed acceptances to any record.
See it with your own numbers
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