How KatisoBiz works

Open the quote, press Issue to give it a number, then press Send on WhatsApp. It opens WhatsApp on your phone with the message ready. You press send yourself, from your own number, so it is not us messaging your customer.

No. They get an ordinary link that opens on any phone or computer. They do not sign up for anything and they do not need an account.

A draft is yours to change as much as you like and has no number. Issuing gives it a number and locks the amounts, which is what SARS expects. A draft does not count towards your monthly document count.

Open the quote and press Turn into invoice. Everything copies across. It arrives as a draft, so you can adjust it for what actually happened on the day before you send it.

Yes. New invoice on the home screen. Some jobs never get quoted and that is normal.

Open the invoice and press Fix this invoice. It asks you one question: does the amount need to change? If only the details were wrong, it corrects them and keeps the same number and date. If the amount was wrong, it cancels the old one properly with a credit note and gives you a new one. Both are kept, which is what the law requires. The button only appears once an invoice has been issued, because there is nothing to fix on a draft.

On the draft invoice there is a section called Already paid something. Put in the amount, the date and how they paid. The invoice then shows the full amount, then what they already paid, then the balance still owing. Nothing gets hidden and your VAT stays correct.

On the invoice, press Part payment and type the amount. The invoice shows as partly paid and the balance updates. Do it again when the rest arrives.

The home screen shows what you are owed. Reports shows it broken down by how overdue it is: inside terms, over 30 days, over 60, over 90. That last group is the one to phone about.

Reports, then Customer statement. Pick the customer and the period. It lists every invoice, every payment and the balance at the bottom, and you can send it on WhatsApp or download it. It is much harder to argue with than a message saying you still owe me for the geyser.

Most small businesses are not, and you do not need to be to use KatisoBiz. You only have to register once your sales pass R2.3 million in any twelve months, and you may choose to register once you pass R120,000. Until then your documents say Invoice and no VAT is added anywhere.

Settings, Business details, and enter your VAT number. From then on your invoices are titled Tax Invoice, show your VAT number and work out the 15% for you. Documents you have already sent do not change, which is correct: they were right when you sent them.

Reports has a VAT turnover section. It adds up your last twelve months of sales and shows you against both markers. It always looks at twelve months no matter which period you picked, because that is how SARS measures it.

Once a VAT invoice goes over R5,000, SARS wants the customer's full name and address on it. KatisoBiz asks at the moment you cross that line rather than letting you send something that is not right.

SARS generally wants five years. KatisoBiz keeps them for you and you can download the lot at any time.

Price list, then Add a price. Give it a name you will recognise, say how it is charged (per hour, per job, each) and put in the price.

Yes. On that line press Save to price list and it is there next time. The line keeps the price you typed.

Yes. On the price, choose Percentage or Rand amount and put in your markup. It shows you what it will actually bill at before you save.

Yes, but it is off until you ask for it. Settings, Business details, Insurance work, then Turn insurance rates on. Each price then gets a private price and an insurance price, and every quote has a choice at the top of which rates to use. Leave an insurance price blank and it just uses the private one.

Start typing in the box above your price list on a quote and it narrows down as you type.

Yes, on the R49 plan. Settings, Business details, Your logo. It appears at the top of everything you send from then on. Anything already sent stays as your customer received it.

Yes. Settings, Business details, How your documents look. There are five to choose from. The free plan uses Clean; the other four come with the R49 plan.

Because invoice fraud is common here. Someone intercepts an invoice, changes the account number and your customer pays a stranger. The line tells your customer that your details never change and to phone you if they get a message saying otherwise. You can turn it off in Settings if you would rather not have it.

Reports, then Export for my accountant. Pick the period and it makes a link. Send that link to your accountant on WhatsApp or email. They get one file with every invoice, credit note and payment as spreadsheets they can open in Excel, all the PDFs, and a cover page with the totals.

Because that file has your customers' names and addresses in it, and an attachment sits in an inbox forever. The link stops working after 14 days, and you can stop it sooner from the same screen. You can also see whether your accountant has opened it.

There is a link on that screen to find one on the DigitalFlyer SA marketplace.

History in the top menu. It holds everything you have finished with, split into quotes and invoices, and you can search by number or by customer name. Anything still open stays on the Quotes and Invoices screens.

Yes. Ten documents a month, every month, no card. A quote and an invoice count as two documents. Drafts do not count, only what you send.

You can carry on building quotes, you just cannot send them until you add more. You will have seen a counter all month and warnings as you got close, so it should not be a surprise.

Settings, then Your plan. Or tap the document counter on your home screen. You can pay for R49 a month, R89 a month, or buy a one-off top up of 75 more documents. Top ups never expire.

No. KatisoBiz comes with Growth Engine and Enterprise at no extra cost. Your plan screen will say so and will not offer you anything to buy.

Yes, any time, and you keep everything you have already made. You go back to the free plan rather than losing your records.

Once an invoice passes its due date it appears in a chasing section on your home screen with a Send a reminder button. Press it and WhatsApp opens with the message already written, including what they owe and a link to the invoice. You press send. KatisoBiz never messages your customers by itself.

It is polite and short, because most people find asking for money awkward and that is why they put it off. It greets them by name, says which invoice and how much, mentions the due date, gives them the link, and says that if they have already paid they should ignore it. You can edit it in WhatsApp before sending.

No. It chases what is actually still owing. Reminding someone for the full amount after they have paid half makes you look disorganised.

Never on its own. It also shows you when you last reminded them, so you do not accidentally chase the same person twice in a morning.

Reports shows who is behind, grouped by how overdue: inside terms, over 30 days, over 60, over 90. Tap any group to see exactly which invoices are in it.

How many of the quotes you sent in that period were accepted. If you sent ten and won four, it says 40%. It stays blank rather than showing 0% when you have not sent any, because 0% would be a lie.

Because what you are owed is what you are owed today, not what you were owed in March. The same is true of the aged groups and of open quotes. Those figures say As things stand today when you open them.

How far past the due date it is, not how old the invoice is. An invoice sent last week on 30 day terms is not late, so it sits in the first group rather than being counted against you.

Because SARS measures your turnover over any twelve months in a row, so that figure always covers twelve months no matter what period you are looking at. Changing the period would give you a number SARS does not use.

Yes. Download as CSV on the reports screen, and on any customer statement. They open in Excel.

Nobody else using KatisoBiz. Your data is separated from every other business on the platform and is never shared with them. Our staff do not access it in the course of normal support.

They are encrypted, and reading them is restricted and logged. Changing them needs a code sent to your email, which exists so that somebody who gets into your account cannot quietly swap in their own account number.

Because your customer has to be able to pay you. It is on the document you chose to send them, the same as it would be on a printed invoice.

They are yours. We hold them so the product can work, and we act on your instructions with them, not on our own. If one of your customers asks us to delete their information we refer them to you, because it is your relationship, not ours.

Financial records are kept for five years, because SARS requires it. You can download everything at any time.

Check your spam folder first, that is usually it. On the code screen there is a Send me a new code button, and a Start again button if you typed your email wrong. The code is longer than six digits, so make sure you have copied all of it.

The link works on any phone or computer with no login. If they are struggling, download the PDF from the document and send them that instead. It is the same document.

Two usual reasons. Either you have not chosen a customer yet, or you have used up this month's documents. The screen will say which.

WhatsApp us on +27 72 311 0570 or email info@digitalflyer.co.za. Tell us the document number if it is about a particular quote or invoice, it makes it much quicker.