Tools and resources
Everything to run the business
Free templates you can download for Word or as a PDF, step-by-step checklists for the paperwork, calculators set up for South Africa, and the official places to file. Written in plain words — use them, adapt them, share them.
Toolkits
Everything for one job — the steps, templates, checklists and calculators together.
- Start-up toolkitStartFrom idea to registered, trading business.
- First employee toolkitRunHire properly, pay correctly, stay on the right side of labour law.
- Get paid toolkitRunQuote clearly, invoice correctly, collect what you are owed.
- Funding-ready toolkitGrowHave everything a lender or funder asks for, before you ask.
- Tender-ready toolkitGrowRegister, get compliant and bid for government and corporate work.
- POPIA toolkitRunLook after personal information the way the law expects.
- Power resilience toolkitRunKeep trading through outages — plan, backup and protect.
- Marketing on a budgetGrowGet found and win customers without a big ad spend.
Templates
Download for Word, print, or save as PDF. Fill in the [square brackets].
Start
- Business planA complete plan structure, with what to write in each section — for yourself, a bank or a funder.
- One-page business planThe whole business on one page — the quickest way to test an idea before you write the full plan.
- Start-up costsExcelEverything you must spend before the first sale — and how much cash to keep in reserve.
- SWOT analysisStrengths, weaknesses, opportunities and threats — an honest look before a big decision.
- Marketing planWho you are selling to, what you say, where you say it, and what it costs — on two pages.
Sell
- QuotationA clear quote with validity, deposit and payment terms — so there are no surprises later.
- Service agreementAgree scope, price, timelines and payment with a client before the work starts.
- Business proposalWin the work: the client's problem, your solution, the price and why you — in that order.
- Price listA clean price list customers can trust — with what is included and when prices were set.
- Purchase orderOrder from suppliers in writing — quantities, prices and delivery agreed before goods arrive.
- Delivery noteProof that goods arrived complete — signed by the customer on delivery.
- Customer feedback formAsk customers how you did — the cheapest way to improve and to earn reviews.
Money
- 12-month cash flow forecastExcelMoney in, money out, month by month — the sheet every lender and funder asks for. Opens in Excel or Google Sheets.
- Tax invoiceAn invoice with everything the VAT rules require — or a simple invoice if you are not VAT registered.
- Credit noteCorrect an invoice or record a return — the right way, with a reference to the original.
- Statement of accountShow a customer every invoice, payment and what is still owed — the polite first nudge.
- Monthly budgetExcelPlan income and costs for the year and compare with what actually happened.
- Expense claim formStaff claim back business expenses — with slips attached and a manager's approval.
- Petty cash logExcelTrack small cash spends so the float always balances.
- Debtors (collections) trackerExcelWho owes you, how much, how long — and when you last followed up.
- Pricing worksheetWork out a price that covers your costs, your time and a profit.
People
- Employment contractCovers the written particulars the BCEA requires — hours, pay, leave, notice — in plain words.
- Job descriptionWhat the role is, what it needs and how success is measured — the basis for hiring and reviews.
- Job advertAn advert that gets the right applicants — with the pay range, and nothing that excludes unfairly.
- Interview scorecardScore every candidate on the same questions — fairer hiring, better decisions.
- Offer letterMake the offer in writing — role, pay, start date and what happens next.
- Written warningRecord misconduct or poor performance fairly — the employee's side included.
- Notice of disciplinary hearingGive fair notice: the allegations, the date, and the employee's right to respond and be represented.
- Leave application formApply for and approve leave in writing — and keep the balance right.
- PayslipA payslip with everything the BCEA says an employee must be given each pay day.
- Independent contractor agreementEngage a contractor properly — scope, fees, invoices and independence spelled out.
Legal
- Letter of demandA firm, formal request for payment — often all it takes, and the first step before Small Claims Court.
- POPIA privacy noticeTell customers what personal information you collect, why, and their rights — for your website or premises.
- Mutual non-disclosure agreementProtect what you share when discussing a deal, partnership or project with another business.
- Terms and conditions of saleClear terms for quotes, deposits, delivery, returns and payment — in plain language.
- Directors' resolutionRecord a board decision in writing — opening a bank account, signing a lease, appointing someone.
- Marketing consent formGet customers' permission before you send direct marketing — and record it.
- Partnership agreement outlineThe points every partnership must agree before money and work are shared.
Run
- Meeting agenda and minutesRun a tight meeting and keep a record of decisions — for directors, partners or your team.
- Power outage continuity planKeep trading when the power goes: what must run, backup, communication and safety.
- Risk registerExcelList what could go wrong, how likely and how bad it is, and what you are doing about it.
- Stock count sheetExcelCount stock regularly and catch shrinkage before it eats the margin.
- Social media calendarExcelPlan a month of posts in an hour — what, where, when.
- Supplier evaluationScore suppliers on price, quality, reliability and service — before you depend on one.
Checklists
Step by step, with where each step is done.
- Register a companyFrom name to bank account — registering a private company (Pty) Ltd. · 10 steps
- Hire your first employeeContracts, registrations and monthly duties when you employ someone. · 9 steps
- Tax registrationsWhich taxes a small business registers for, and when. · 6 steps
- Get ready to apply for fundingWhat to have ready before you approach any lender, funder or investor. · 10 steps
- Sell to governmentRegistering as a supplier and finding tenders. · 6 steps
- POPIA basicsThe minimum a small business does to look after personal information. · 6 steps
Calculators
Tax, VAT, PAYE, interest, pricing and leave — fed with today’s rates. They run in your browser.
Official links
Where registrations, returns and applications are actually done. Always use the official site — copycats charge for free services.
- CIPC ↗cipc.co.za
- SARS eFiling ↗sarsefiling.co.za
- SARS ↗sars.gov.za
- uFiling ↗ufiling.co.za
- Compensation Fund ↗labour.gov.za
- Central Supplier Database ↗csd.gov.za
- eTenders ↗etenders.gov.za
- Information Regulator ↗inforegulator.org.za
- the dtic (B-BBEE affidavits) ↗thedtic.gov.za
- CCMA ↗ccma.org.za
- Department of Employment and Labour ↗labour.gov.za
Keep going
Templates and checklists are general information written for South African small businesses, not legal, tax or financial advice. Rules change — the official sites are the final word.