Giving our digital marketing 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?
@gerhard_meyer 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 @highveldhvac. 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 @highveldhvac and @kznplumbpro 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.
@highveldhvac and @gerhard_meyer we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
HighveldHVAC · 09 Oct 2026
@gerhard_meyer 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.
KznPlumbPro · 09 Oct 2026
Seconding @highveldhvac. 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.
SandtonCFO · 09 Oct 2026
And as @highveldhvac and @kznplumbpro 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.
TechNomad_CPT · 09 Oct 2026
@highveldhvac and @gerhard_meyer we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
Gerhard Meyer · 09 Oct 2026
Thanks @highveldhvac and @kznplumbpro, switching the teams over to WhatsApp slip capture and capped expense cards this month.