QuoteFlow
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Built for South African businesses

Quote, invoice and get paid without the admin.

QuoteFlow gives your business professional quotes, VAT-correct invoices, branded PDFs, automatic reminders and a client portal where customers pay you with PayFast, Yoco, Stitch or Paystack.

Start your 14-day free trial See how it works
  • No card required
  • Cancel any time
  • Your money, your bank account
QuoteFlow dashboard showing revenue overview, outstanding invoices and a recent quote

15%

SA VAT handled correctly by default

4

Local payment gateways built in

5

Branded PDF templates included

14 days

Free trial, no card required

Built for the spreadsheet crowd

Still invoicing from Excel? This is the upgrade.

Most South African businesses still bill from a spreadsheet, a Word template and a folder of PDFs. QuoteFlow keeps everything you like about that — the control, the simplicity — and removes the retyping, the maths errors and the chasing.

Hours lost every month

Retyping the same client details, rebuilding totals and hunting for last quarter's quote.

Cash sitting out there

Invoices nobody followed up on because there was no reminder, only a memory.

Numbers you can't defend

One broken formula and your VAT return is wrong — with no history of who changed what.

The spreadsheet way

The QuoteFlow way

A quote template you duplicate and rename every time
A catalogue-driven quote builder with automatic numbering and expiry dates
VAT worked out with a formula someone typed in 2019
15% VAT applied per line or per document, with zero-rated and exempt handling
"Did we ever send that invoice?"
A timeline showing sent, delivered, opened and paid on every document
Chasing payment with awkward WhatsApp messages
Automatic reminders before due, on due and at every overdue stage you choose
A bank statement and a spreadsheet that never quite agree
Payments reconciled automatically by the gateway, with running client balances
Month-end spent rebuilding the same summary by hand
Ageing, VAT and revenue reports ready to export for your accountant
Import your existing client list from CSV Load opening balances so nothing is lost Keep working from your phone on site

Everything included

A complete billing system, not a form that makes PDFs

QuoteFlow covers the whole money workflow — from the first estimate to the reconciled payment and the report your accountant asks for.

Quotes that close

Build, send and track quotes. Clients approve and sign online in their portal — with the date, time and IP recorded against the signature.

Invoices in seconds

Convert an approved quote in one click, with VAT, numbering, due dates and terms applied automatically.

PDFs you'd frame

Five templates, fully branded to your business, with a live preview and sample data while you customise.

Email that chases for you

Automatic reminders before due, on due and at every overdue stage you define — with open and click tracking.

Local online payments

PayFast, Yoco, Stitch and Paystack — settling straight into your own bank account, never ours.

Recurring & retainers

Schedule monthly retainers that generate, send and bill themselves, with pause and resume built in.

Client portal

A branded space with every document, statement and payment your client needs — no password to forget.

Full back office

Expenses with receipt capture, projects, time tracking, purchase orders and vendor records.

Roles & audit trail

Owner, admin, staff and accountant roles with a full record of who changed what, and when.

Explore every feature in detail
A branded invoice PDF next to a mobile client portal showing an amount due and a pay button

Client portal

Your clients get a portal. You get paid faster.

Every client gets a secure, branded space showing their quotes, invoices, statements and payment history — with a pay button that actually works on a South African bank account.

  • Passwordless magic-link access per contact
  • Approve and sign quotes online
  • Pay by card, instant EFT or pay-by-bank
  • Download any document as a PDF
  • Comment on a document instead of emailing

Local payments

The gateways your clients already use

Connect your own gateway accounts. Payments settle directly to you — QuoteFlow never touches your money.

PayFast logo

South Africa's best-known payment gateway. Accepts cards, instant EFT, Masterpass, Mobicred, SnapScan and Zapper.

  • Credit & debit cards
  • Instant EFT
  • Masterpass

Best for: Broadest local payment method coverage.

Yoco logo

The card machine most SA small businesses already have. Online payment links settle into the same Yoco account.

  • Credit & debit cards
  • Payment links
  • Same account as your Yoco card machine

Best for: Simple pricing, familiar to existing Yoco merchants.

Stitch logo

Pay-by-bank instant EFT built on open banking. Clients pay from their banking app and confirmation is instant.

  • Pay by bank (open banking)
  • Instant EFT
  • Real-time confirmation

Best for: Lowest fees on larger invoices.

Paystack logo

Cards and EFT with excellent developer tooling and strong coverage across South Africa and the rest of the continent.

  • Credit & debit cards
  • EFT
  • Multi-country African coverage

Best for: Best fit if you also bill clients elsewhere in Africa.

Prefer EFT? Your banking details print on every invoice and manual payments reconcile in two clicks.

How it works

Live in an afternoon

No consultants, no implementation project. Set up your business details and send your first quote the same day.

  1. 01

    Set up your business

    Add your logo, registration and VAT numbers, banking details and invoice numbering. Takes about five minutes, and you only do it once.

  2. 02

    Load clients and services

    Import a client list from CSV or add them as you go. Build a catalogue of the products and services you sell so documents take seconds to create.

  3. 03

    Send your first quote

    Pick a client, add line items, choose a template and send. Your client gets an email with a link to a branded portal where they can approve it.

  4. 04

    Convert and invoice

    An approved quote becomes an invoice in one click. VAT, numbering and terms are applied automatically from your settings.

  5. 05

    Get paid online

    Your client pays through PayFast, Yoco, Stitch or Paystack in the portal. The invoice is reconciled and marked paid the moment the gateway confirms.

  6. 06

    Let it run

    Reminders chase overdue accounts, recurring invoices go out on schedule, and your reports tell you exactly where the money is.

Pricing

Simple monthly pricing in Rands

Every plan includes the client portal, online payments and a 14-day free trial. Save two months when you pay annually.

Starter

For sole proprietors and side businesses getting organised.

R199 /month

  • Quotes, invoices & credit notes
  • Client portal with online payments
  • 2 PDF templates
  • Email sending & basic reminders
  • One payment gateway
Start free trial
Most popular

Professional

For growing businesses with a team and repeat clients.

R449 /month

  • Everything in Starter
  • Recurring invoices & auto-billing
  • All 5 PDF templates + full branding
  • All four payment gateways
  • Expenses, projects & time tracking
Start free trial

Business

For established firms that need control, scale and support.

R899 /month

  • Everything in Professional
  • Custom portal subdomain
  • Advanced roles & permissions
  • Multi-currency billing
  • Full activity audit log
Start free trial

Questions

Frequently asked

See all questions

Stop chasing invoices by hand

Set QuoteFlow up this afternoon and let it quote, invoice, remind and reconcile while you do the work you actually get paid for.

Start free trialTalk to us