At Design4Africa, we specialize in computer-aided design services including website design, Graphic design, and Motion Graphics video design.

Our business model is entirely remote and digital, offering training and support over phone calls and WhatsApp to serve clients from Johannesburg to all cities in South Africa, neighboring countries, and across the African continent. 

Among our add-on services tailored for startups and small to medium enterprises, we offer our a Customized Cloud Invoicing System Hosted on Your Own Domain.

How the Cloud Invoicing System Works

Our Cloud Invoicing System simplifies invoice management by enabling you to:

• Manage Customers: Add and manage customer details effectively.
• Define Products: If you offer tangible products, you can create entries including product name, description, quantities, and price.
• Define Services: For services, which are common among our clients, we customize the system to allow the creation of services with details like service name, description, and pricing or any custom billing method you use.
• Generate Quotations: Create professional quotations with the ability to:
• Download PDF versions for sharing with clients.
• Copy a unique link for each quotation: This link can be shared with clients allowing them to:
• Approve or reject the quotation directly from this link.
• Download or print the quotation: without needing to log into the system.
• Issue Invoices:
• Convert an approved quotation: into an invoice with a single click, saving you time and effort.
• Send invoices through: Customized emails with PDF attachments of the invoice.
• Sharing a specific invoice link: enabling clients to view and download the invoice through a browser. this process allows for easy management without manual recreation of documents.
• Track Payments: When receiving payments, you can:
• Select an invoice to allocate the payment to, entering details like payment date and additional notes.
• Optionally allocate partial or full payment amounts to invoices, with notes explaining each allocation.

Important to Note About This Cloud Invoicing System

• This system is not equipped for full accounting functions; it's designed for efficient invoicing management for startups, small to medium enterprises.
• All users you add for managing the system will have administrator privileges, meaning you cannot create less privileged users.
• The only user with restricted access is the guest account, intended for accountants, providing view-only capabilities for accounting purposes.
• Access to the Cloud Invoicing System is:
• Web-based, accessed through a browser on your phone or laptop, requiring an Internet connection.
• Not available as a standalone app or offline.

What You're Paying For

1. Initial Setup: Design4Africa will install the Cloud Invoicing System on a subdomain of your website, customize it with your branding, and configure it to match your business model for a one-time fee of R400.
2. Annual Subscription: The subscription fee for the Cloud Invoicing System is R600 per year (R50 per month, billed annually). This billing cycle is linked to your existing domain and website services renewal, ensuring payment dates coincide.

Advantages of Our Cloud Invoicing System

Cost-Effective: By hosting the system on your existing domain, there's no need for additional web hosting, saving you money.
Integration: Utilizes your current website's hosting, making it seamless and efficient.

Training to Use the Cloud Invoicing System

At Design4africa, we provide comprehensive remote training, covering:

How to access the system.

Managing users (all users except guests have admin privileges).
Operational training tailored to your business's invoicing needs.

User Privileges and Internet Requirements

User Privileges: All users except guests have admin access; guests can only view data.
Internet Dependency: An Internet connection is necessary to access this system, just like your website.

Trial Period for the Cloud Invoicing System

We offer a trial period where, regardless of activation date, it ends on the 2nd of the following month. During this time, you can evaluate the system, and if you decide to proceed, payment of the invoice is due by the 2nd of the next month.

Our Process: How It Works

1. Quotation: After reading this article, request a quotation from us.
2. Invoice: Agree to the quotation, and we'll send an invoice detailing the terms, including the R400 setup fee and R600 annual subscription.
3. Setup: You must have a domain with us for installation. The advantage is using your existing web hosting, just on a subdomain (e.g., accounts.yourdomain.com) for efficiency.
4. Trial Period: You will have a free trial period that ends on the second of the following month to evaluate test and use the cloud invoicing system in real life, asking us to make necessary adjustments for you.
5. Continue or Cancel: When the 2nd of the following month comes, it will be time for you to decide whether to continue and pay your invoice or to cancel and have us delete the invoicing system at no additional cost to you.

What are the costs involved for the Cloud Invoicing System?

Annual Subscription: R600 per year.
Initial Setup: R400 one-time fee.

By choosing Design4Africa's Cloud Invoicing System, you're opting for a cost-effective, tailored solution for your business, seamlessly integrated with your existing domain.