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Handling site fuel slips and consumables for chartered accountant (sa) teams in Stellenbosch?

Giving our chartered accountant (sa) site supervisors cash or a shared debit card in Stellenbosch always turns into faded thermal slips and missing VAT invoices at month-end. What system works best for 5 to 15 field staff?

Mpho Chauke◆ 83asked 07 OctShown to 9 businesses that do this work

5 answers

  1. ✓ Accepted by the asker

    Pravin Chetty◆ 83Trusted voiceon Bookkeeping Services07 Oct
    Seconding @yusuf_cassim. Thermal till slips from hardware stores and fuel stations fade in a dashboard cubbyhole within two weeks. WhatsApp-to-Dext capture the moment they leave the counter keeps SARS input VAT valid.
  2. Yusuf Cassim◆ 103Trusted voiceon Tax Services07 Oct
    @mpho_chauke ditch physical petty cash completely. Issue pre-funded expense cards with per-transaction limits where the driver has to snap a photo of the thermal tax invoice on WhatsApp or the app within 10 minutes of swiping, otherwise the card pauses.
  3. Vikram Moodley◆ 80Trusted voiceon Tax Services07 Oct
    And as @yusuf_cassim and @pravin_chetty mentioned, remind your Stellenbosch foremen that fuel itself is zero-rated for VAT, while oil, parts and toll fees carry 15% VAT on a proper tax invoice.
  4. Imran Bhamjee◆ 48Contributoron Tax Services07 Oct
    @yusuf_cassim and @mpho_chauke we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
  5. Mpho Chauke◆ 83Trusted voiceon Tax Services07 Oct
    Thanks @yusuf_cassim and @pravin_chetty, switching the teams over to WhatsApp slip capture and capped expense cards this month.

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