Free Invoice Generator South Africa - Online Invoice Maker

Refrens offers a powerful free online invoice generator built for modern businesses. You can add your company logo, include your VAT number, and apply a VAT rate instantly. Set custom invoice numbers, adjust tax settings, and use ZAR as your billing currency. Add products or services, calculate totals automatically, and send invoices by email or link without any manual formatting.

Invoice generator for consultants and service providers Consultants can add service details, hourly or project-based billing, and advance payment options. Refrens supports itemized invoicing, client notes, and dynamic tax fields. Convert approved quotations into invoices instantly, send payment reminders, and track pending payments all in one place. This online invoice generator simplifies your billing cycle without any clutter.

Online invoicing for product sellers and traders Businesses selling products can generate clean, VAT-ready invoices with SKU, quantity, price, and HSN codes. Manage your item catalog, set units, apply discounts, and include delivery details. Refrens connects your invoices with stock and warehouse data, making it ideal for wholesale and retail billing in South Africa.

Invoice generator for agencies and creators Agencies can automate recurring invoices, track retainers, and manage multi-client workflows. Refrens supports bulk invoice creation, custom fields, and payment link integration. Convert quotations to invoices, monitor client approvals, and send digital invoices that match your brand. Use the best free invoice generator to streamline every step.

Step by step guide to create an invoice

When creating an invoice for the first time, you have to add the invoicing details to the blank invoice. Here is the step-by-step guide on how to create an invoice using all the essential elements of a free invoice generator.

Step 1: Add invoice information

1. Invoice header - This is the section where you add the invoice number, Issue and Due Date of the invoice. You can also add the company or business logo to look more professional. The custom field is also available to add extra details like PO number, Batch number or any other reference number etc.

2. Billed by - it means to add the information of the seller(vendor) who is offering the product or service. It holds all the information of the seller like business name, address, email, phone number and if the business is registered then you can also add the VAT number.

3. Billed to - opposite to billed by, billed to holds all the necessary information of the buyer of the product or service. It holds all the information about the buyer.

4. Product/service details - add the product/service name and description along with the quantity and rate of the particular product offered by the seller.

5. VAT - Add your VAT rate, it will auto calculate your VAT amount and the final amount of the invoice.

6. Discounts & charges - You can give discounts on the item that you sold. Refrens’ online invoice generator automatically calculates the discounts. Same as discounts, you can add additional charges like packaging charges, shipping charges etc.

7. Terms & conditions - Add your company or invoicing terms and conditions so that you can get paid faster or to be clear on the record.

8. Additional Notes - As the name suggests, you can add extra information or instruction related to the product or service you offered.

Step 2: Add Bank Details

You can simply add bank account details so that you can get paid faster. Your bank details include bank account number, account holder name, bank name, SWIFT code, a mobile number linked with the account number, and account type. You can add more columns by adding a custom column field.

After adding all the details, your invoice is ready to send to your client. However, Step 2 is not important at all. You can skip that as well. Once the invoice is created you can send it via email, print the invoice or download it as CSV or you can also share it through WhatsApp.

Customize Invoices using the Invoice Generator

Use an invoice generator, to fully customize your invoices flawlessly. You can add your business logo and customize your invoice color and font heading using the magic color. Refrens allow the user to add multiple fields and columns to add more value to the information or details provided by the seller. Easy enable one-click discount options and additional charge features. Select from multiple invoice templates that fit your business.

We have 4 different invoice templates that include:

1. Professional invoice template especially for professionals like software developers, lawyers, designers, consultants, and IT professionals.

2. Letterhead invoice template for all those who are bored and want to try something new. You can change the color and font heading as well.

3. Business Invoice Template for all types of businesses ranging from small to medium enterprises, startups, and entrepreneurs.

4. Print-friendly invoice templates is a black and white compact invoice. Easy to print.

5. Quotation Templates

6. Purchase Order Templates

7. Quotation Template Word

Invoicing Mistakes to Avoid

An invoice can easily get rejected if it is not created properly. Some of the common invoicing mistakes are as follows:

• Incorrect invoice date - The date should be correct in it should be the date when the invoice was created.

• Incomplete details - The invoice must have all the details of the vendor or service provider and client details. It should include all the detailed information about the product or service offered.

• Spelling mistakes - Avoid spelling mistakes when creating the invoice. Create an invoice in simple terms and language. Avoid using technical jargon or the short form of any word.

• Incorrect total - The price and quantity decided at the time of agreement is different and the invoice created for the same agreement is different. This is the most common cause of the rejection of the invoice. Avoid adding the wrong VAT rate.

Refrens gives South African small businesses a fast, reliable way to create professional, vat-compliant invoices in under two minutes. You simply log in, enter your business and client details, list your products or services, and let Refrens handle tax calculations automatically. The clean interface guides you step by step, so you never have to worry about missing fields or formatting errors.

You can customize every invoice to match your brand. Upload your logo, choose from over multiple ready-made templates, adjust colors and fonts, and add any extra columns you need. Refrens does not add watermarks or display ads on your documents, and you can preview your design before you download or share.

Once your invoice looks perfect, you can download it as a pdf or send it directly via email or WhatsApp. Refrens tracks when your client opens the invoice and shows you real-time payment status: paid, unpaid or overdue, so you always know where you stand. If you issue regular bills, you can set up recurring invoices in just a few clicks and let the system send them automatically on a weekly, monthly or yearly schedule.

Refrens stores all your client records, past invoices and simple reports in one secure dashboard. You can access your data from any device, check essential insights at a glance, and export reports whenever you need them.

Thousands of South African entrepreneurs trust Refrens’s free invoicing software for South African businesses to keep their billing on track.

1. Convert quotations to invoices instantly Create a quote, get approval, and turn it into an invoice without starting over. Refrens links your quotation and invoice in one step, helping you stay consistent. The tool removes repetitive work and speeds up the billing process. It’s a smart invoice system for service-based and project-based businesses.

2. Invoice reporting and tax summaries Track income, view pending payments, and download detailed tax summaries in one click. Refrens helps businesses stay on top of collections and VAT reporting. You can filter reports by client, date, tax, or payment status. This isn’t just a free invoice maker, it’s a reliable way to stay organized.

3. Manage products and services easily Save product details like SKU, price, unit, and tax rate for future use. You can add items quickly without entering the same data again. For sellers, this means fewer errors and faster billing. Refrens’ invoice generator online handles services and inventory with equal ease.

4. Apply custom discounts, notes, and terms Offer early payment discounts, add custom terms, or include notes for your clients, all directly on the invoice. You control every detail. Set late fee reminders, add delivery instructions, or attach a thank-you message. This free invoice maker in South Africa makes every invoice personal and precise.

5. Share invoices online or download as pdf Send invoices through a secure link or email them directly from Refrens. Clients get them easily. You can also download invoices in PDF format for printing or recordkeeping. This invoice generator free option ensures your billing stays professional and accessible.

6. Secure and cloud-based invoicing Your data stays safe and accessible. Refrens is cloud-based, meaning you don’t need to install anything. Just log in from your phone or computer to manage all your invoices. This gives you the flexibility to create invoices online wherever you are, without worrying about backups or updates.

7. Manage multiple businesses from one account If you run more than one business, refrens allows you to manage all of them under a single login. Switch between business profiles easily. Each profile has its own invoice branding, tax settings, and contact list. You don’t need multiple tools or logins. Just one invoice generator online that handles everything clearly and separately.

8. Team collaboration with role-based access Refrens lets you invite team members and control what they can access. Add your sales team, accountant, or admin staff. Assign roles create-only, view-only, or full access. No confusion, no risks. This smart invoice system keeps your documents secure and your team aligned.

9. Audit trail and document history Track every action taken on an invoice who created it, when it was edited, and if the client opened it. Refrens shows a complete document history to ensure transparency. If there’s a dispute or error, the timeline helps you resolve it quickly. It's built-in accountability, not just a billing tool.

10. Search and filter invoices easily Don’t scroll through hundreds of invoices. Search by client name, date, invoice number, payment status, or amount. Use filters to narrow down results. Whether you need last quarter’s bills or unpaid invoices, you find them in seconds. That’s smart, fast billing with an invoice generator online that works like a pro.

11. Credit notes and debit notes support If you made a billing error or need to refund a client, Refrens helps you generate a credit note. If you want to charge extra for an added service, you can use a debit note. Refrens connects these documents with your original invoice and adjusts totals automatically. You maintain clean records and clear communication without manual edits.

Countries Supported

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