Giving our courier, freight 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?
@warren_teichmann 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 @shopfitsally. 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 @shopfitsally and @sectionaltitle_sue 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.
@shopfitsally and @warren_teichmann we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
ShopfitSally · 12 Sept 2026
@warren_teichmann 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.
SectionalTitleSue · 12 Sept 2026
Seconding @shopfitsally. 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.
MidlandsMaker · 12 Sept 2026
And as @shopfitsally and @sectionaltitle_sue 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.
UifUnstuck · 12 Sept 2026
@shopfitsally and @warren_teichmann we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
Warren Teichmann · 12 Sept 2026
Thanks @shopfitsally and @sectionaltitle_sue, switching the teams over to WhatsApp slip capture and capped expense cards this month.