Giving our quantity surveyor 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?
@paychex_za 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.
Seconding @farah_suliman. 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.
And as @farah_suliman and @kavitha_padayachee 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.
@farah_suliman and @paychex_za we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
Farah Suliman · 11 Sept 2026
@paychex_za 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.
Kavitha Padayachee · 11 Sept 2026
Seconding @farah_suliman. 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.
Gadija Abrahams · 11 Sept 2026
And as @farah_suliman and @kavitha_padayachee 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.
Nadia Hendricks · 11 Sept 2026
@farah_suliman and @paychex_za we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
Paychex_ZA · 11 Sept 2026
Thanks @farah_suliman and @kavitha_padayachee, switching the teams over to WhatsApp slip capture and capped expense cards this month.