Giving our chartered accountant (sa) site supervisors cash or a shared debit card in Germiston always turns into faded thermal slips and missing VAT invoices at month-end. What system works best for 5 to 15 field staff?
@kobus_badenhorst 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 @kirsten_savage. 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 @kirsten_savage and @nicola_thorne mentioned, remind your Germiston foremen that fuel itself is zero-rated for VAT, while oil, parts and toll fees carry 15% VAT on a proper tax invoice.
@kirsten_savage and @kobus_badenhorst we implemented this exact setup in Germiston last quarter and it cut our monthly admin and reconciliation time in half.
Kirsten Savage · 29 Aug 2026
@kobus_badenhorst 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.
Nicola Thorne · 29 Aug 2026
Seconding @kirsten_savage. 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.
Robyn Tapson · 29 Aug 2026
And as @kirsten_savage and @nicola_thorne mentioned, remind your Germiston foremen that fuel itself is zero-rated for VAT, while oil, parts and toll fees carry 15% VAT on a proper tax invoice.
Taryn Cumming · 29 Aug 2026
@kirsten_savage and @kobus_badenhorst we implemented this exact setup in Germiston last quarter and it cut our monthly admin and reconciliation time in half.
kobus_b · 29 Aug 2026
Thanks @kirsten_savage and @nicola_thorne, switching the teams over to WhatsApp slip capture and capped expense cards this month.