Print this, save it, or link it from your SOP. Built for makers, traders and service businesses who quote in ZAR and close on WhatsApp.
Before you quote
- Top products/services are in a catalog with ZAR prices
- Customer name / site name is clear
- You know whether you are VAT-registered (or not)
- Stock-sensitive items were checked (if you hold stock)
- Validity window decided (e.g. 7–14 days)
On the quote
- Business name and contact details
- Date + “valid until”
- Line items with quantities and units
- VAT treatment labelled (incl / excl / none)
- Payable total obvious
- Exclusions stated (what is not included)
- Next step for the customer (reply yes / deposit / site visit)
WhatsApp send
- Shared from the saved quote — not retyped from memory
- Short cover message with total + validity
- Any discount updates the saved quote, then resend
After acceptance
- Mark accepted vs still only quoted
- Reduce or reserve stock per your rule
- Switch to invoice language when asking for payment
- Log deposit / payment when it lands
- Capture related expenses the same week
Weekly review
- Income received
- Expenses paid
- Still awaiting payment
- Catalog prices for fast-movers still true
Learn more on Vlyt
- Phone-first pillar guide
- Write a professional SA quote
- Send on WhatsApp without losing numbers
- Quote vs invoice
- Best quoting apps SA 2026
Prefer the checklist as a live system? Vlyt runs catalog → quote → stock → cashflow on Android, free while we grow.