Giving our commercial 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?
@pravin_chetty 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 @donovan_nelsmith. 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 @donovan_nelsmith and @warren_teichmann 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.
@donovan_nelsmith and @pravin_chetty we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
Donovan Nel-Smith · 10 Sept 2026
@pravin_chetty 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.
Warren Teichmann · 10 Sept 2026
Seconding @donovan_nelsmith. 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.
aaron_katz · 10 Sept 2026
And as @donovan_nelsmith and @warren_teichmann 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.
Paulo da Silva · 10 Sept 2026
@donovan_nelsmith and @pravin_chetty we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
Pravin Chetty · 10 Sept 2026
Thanks @donovan_nelsmith and @warren_teichmann, switching the teams over to WhatsApp slip capture and capped expense cards this month.