Quoting and invoicing software for South African contractors.
binabio is quoting and invoicing software for South African contractors: one record carries the enquiry, the quotation, the job card and the invoice, priced in rand from your own pricebook. The customer approves the quotation on their own phone, and nothing is retyped between the first call and the final invoice.
How should a South African contractor quote and invoice?
Quote from a priced list, not from memory. Send a written quotation in rand the same day, get it approved in writing before an artisan loads the bakkie, open a job card against the approved quotation, and invoice off that same record once the work is signed off on site.
What is the difference between a quotation and an estimate?
In South African usage a quotation is a fixed price offer for defined work, valid for a stated period. An estimate is an indication that can move once the artisan opens the wall or drains the geyser. Say which one you are sending, in writing, every time.
Where do VAT, callouts and deposits sit on a quotation?
Show the callout as its own line, keep labour and materials apart, and state the VAT position plainly: if you are registered, show your VAT number and the VAT amount; if you are not, leave VAT off the document entirely. State the deposit terms on the same page.
Why does written approval matter before the work starts?
The Consumer Protection Act 68 of 2008 sets rules on pre-authorising repair and maintenance work, so an approval in writing protects both sides. In binabio the customer approves the quotation on their own phone, and the approved quotation carries into the job card without anyone retyping it.
What does the quote to invoice chain look like?
Priced from your own book, not from memory
Quotes build from your own pricebook, with cost and sell loaded, so the margin is visible while the quotation is written. An admin confirm gate sits before anything goes out, so nobody sends a price the office has not seen.
Approved on the customer's own phone
The customer opens the quotation on their phone and approves it there. White-label branding puts your logo and colours on quotes, invoices, payment pages and the customer portal, so the document that decides the job looks like your business.
Invoice and payment on the same record
Invoicing runs from job to cash on the same job card. Card and instant EFT payments are built in, with pay by link, so the invoice carries its own payment page and the money lands against the job rather than in a pile of proofs of payment.
What does quote to cash look like on one job?
The enquiry arrives and becomes a customer
A phone call is captured once, by whoever takes it, and becomes a customer record with the address, the site notes and the history attached to the name before anyone quotes.
The quotation goes out the same day
Pick the lines off your own pricebook, add the callout and the deposit terms, and send the quotation in rand under your own logo. The office confirms it before it leaves.
The customer approves it on their phone
They open it, read it and approve it themselves. No printing, no signed page photographed in a bakkie, and the approved version is the one everybody works from.
The job card opens against the approved quote
The approved quotation becomes the job card: who it is for, which artisan, when, and what was priced. The technician app carries it on site and works offline when the signal drops.
The work is evidenced on site
Photos, serial numbers and certificates are captured on site and filed against the same job card, so the evidence pack is done when the artisan packs up.
The invoice reads off the same record
The invoice is built from the job card, off what was priced and what was actually done on the day, so no line is typed twice between the first call and the final bill.
The customer pays it on their phone
The invoice carries its own pay by link page in your branding. The customer settles it by card or instant EFT, and the payment lands against the job it came from, so the invoice and the receipt sit on the same record.
Then the money. Card and instant EFT payments are built into the platform with pay by link, so an invoice carries its own payment page and the customer settles it from their phone in rand. The payment posts against that invoice on the same record, so the job closes paid instead of sitting in a follow-up pile.
What does quoting and invoicing software cost in South Africa?
Field is R1,500 a month with 20 seats included and carries the whole working day: quoting, job cards, invoicing and the payment rail. Command is R5,500 and switches on the dispatch board, the live map, the warehouse and the WhatsApp inbox, with better card and instant EFT rates and 40 seats included, then R150 a seat a month.
The trial runs 14 days from your first logged job, or 30 days with a promo code. Onboarding is done with you: we load your customers, pricebook and quote template with you in one working session.
Questions contractors actually ask.
What is the difference between a quotation and an estimate in South Africa?
A quotation is a fixed price offer for defined work, valid for a stated period, and it becomes binding once the customer accepts it. An estimate is an indication of likely cost that can move when the artisan opens the wall. On a quotation, say what is excluded and how long the price holds.
Can a customer approve a quotation from their own phone?
Yes. binabio puts the quotation on a link the customer opens on their own phone, in your branding, and they approve it there. The approved quotation carries into the job card without anyone retyping it, so the artisan on site works from the same priced lines the customer said yes to.
How does a customer pay an invoice from binabio?
Every invoice carries its own pay-by-link. The customer opens it on their phone and pays by card or instant EFT, in rand, without a trip to the bank or a proof of payment on WhatsApp. The payment lands against that invoice on the same record, so the job shows as settled without anyone reconciling it by hand.
How much does a quoting and invoicing app for contractors cost in South Africa?
Packages start at R1,500 a month with 20 seats included, and quoting, job cards, invoicing and the payment rail are in both packages. Command is R5,500 and adds the dispatch board, the live map, the warehouse and the WhatsApp inbox, with better card and instant EFT rates. Pricing is published in rand with nothing hidden, and you can cancel at any time.
Do I have to retype the quote into the job card and then into the invoice?
No. The enquiry, the quotation, the job card and the invoice are one record in binabio. What was priced is what shows on the job card, and what was done on site is what shows on the invoice, so a callout or a priced line is never captured twice.
Can I charge a callout fee and take a deposit on the same job?
Yes. A callout is a line on the quotation like any other, priced from your own pricebook. A deposit is a term you state on the quotation and then raise as an invoice against the same job card before materials are bought, so both the callout and the deposit sit on the record the final invoice is built from.
See it against your own quote book.
Leave your details and we come back to you. Or take the 90-second check first: it asks how long your quotes take to go out and your money to come in.
Last updated: 27 July 2026.