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 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 @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.
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.
@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.
Yusuf Cassim · 07 Oct 2026
@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.
Pravin Chetty · 07 Oct 2026
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.
Vikram Moodley · 07 Oct 2026
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.
Imran Bhamjee · 07 Oct 2026
@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.
Mpho Chauke · 07 Oct 2026
Thanks @yusuf_cassim and @pravin_chetty, switching the teams over to WhatsApp slip capture and capped expense cards this month.