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How KatisoBiz works
Everything in one place. Getting set up takes about ten minutes, and after that a quote takes under a minute.
Looking for one answer?
Getting started, in six steps
Do the first two and you can send a quote. The rest can wait until you need them.
- 1
Put in your business details
Go to Settings then Business details. Your business name, address and phone go on every document. If you are registered for VAT, put your number in the VAT number box and every invoice becomes a proper Tax Invoice by itself. If you are not registered, leave it blank and KatisoBiz never mentions VAT again.
About 2 minutes
- 2
Add your banking details
Settings then Banking details. This is how your customer pays you, so nothing gets paid until it is done. You enter it once and it prints on every invoice with your invoice number as the reference. Changing it later needs a code from your email, on purpose, so nobody who gets into your account can quietly swap in their own account number.
About 2 minutes
- 3
Save the prices you charge most
Price list then Add a price. Your callout fee, your hourly rate, the parts you fit most often. You can skip this entirely and come back, but every price saved here is one you never type again. You can also save a price straight off a quote later with Save to price list, so the list builds itself while you work.
As long as you like, and you can come back
- 4
Build your first quote
Press New quote on your home screen. Choose the customer, or press Add a new customer right there if they are new. Search your price list or type a one-off line. The total works itself out as you go.
Under a minute once your prices are in
- 5
Send it
Press Issue this quote, which gives it a number and locks the amounts, then Send on WhatsApp. Your own WhatsApp opens with the message already written and a link to the quote, so it arrives from a number your customer recognises. You can see when they open it.
Seconds
- 6
Turn it into an invoice and get paid
Customer says yes and the job is done, so open the quote and press Turn into invoice. Nothing is retyped. Send it the same way. When the money lands, press Mark paid and say how they paid, or record a part payment if they only paid some of it. No quote for this job? Press New invoice on your home screen or on Invoices and bill straight away.
Seconds
Getting the most out of it
Nine habits, from watching how members actually use it. None of them take longer than the thing they replace.
Quote while you are still standing there
The quote that wins is usually the first one to arrive. Build it on your phone before you leave, issue it, and send it on WhatsApp from the driveway. A quote sent that evening competes with two others. One sent three days later competes with a decision already made.
Save a price the first time you type it
Anything you type onto a quote can be saved to your price list with one tap. Do it as you go and within a month your list writes most quotes for you. Members who skip this are still typing their callout fee by hand in week six.
Issue it, do not leave it in drafts
A draft has no number and cannot be sent. It is the single most common thing we see: a finished quote sitting in drafts because the last step was missed. If it is ready, press Issue this quote, then send it.
Attach a customer, even for a quick one
A quote with no customer cannot be sent, and it also cannot be chased, counted or turned into a statement later. You can create a customer by typing a name straight into the quote, so it costs you nothing.
Put a valid until date on every quote
It protects your pricing when material costs move, and it gives you a natural reason to follow up. We email you before it runs out so you can call rather than wonder.
Record the money the day it lands
Payments recorded late make every number on your reports wrong, and the one you will care about is what you are owed. Two minutes on a Friday keeps the chasing list honest.
Chase with a statement, not a phone call
For a customer who owes you for several jobs, a statement lists all of it on one page and is far harder to argue with than a phone call. It is under Reports.
Check the customer's email before you send by email
One wrong character and the document goes nowhere with no bounce you will notice. If in doubt, send it on WhatsApp, where you can see it delivered.
Put it on your home screen
The whole point of quoting on site is that it happens while you are there, and that only works if KatisoBiz is one tap away rather than a browser, a bookmark and a login. It takes ten seconds to add and there is nothing to download.
Every screen, and what it is for
In the same order as the menu at the top of KatisoBiz.
Home
Where you stand today, and the four things you do most.
Three numbers across the top: what you have been paid this month, what you are owed, and what is sitting with a customer waiting for an answer. Below that, a counter showing how many documents you have used this month. Then buttons for a new quote, a new invoice, a new customer and your price list. If any invoice has gone past its due date, a chasing section appears above everything else with a Send a reminder button on each one. Anything still open shows in the list at the bottom, and drops off it once it is accepted, declined or paid.
Quotes
Everything you have quoted, and where you build a new one.
A quote is what you send before the job to win it. Building one takes three things: who it is for, what you are charging, and how long it stands. Add lines by searching your price list or typing them in. Press Issue to give it a number, which locks the amounts, then send it on WhatsApp or by email. Once the customer says yes, press Turn into invoice and nothing is retyped.
Invoices
Everything you have invoiced, and what is still owed.
An invoice is what you send after the job to get paid. It can come from a quote or be raised on its own. Your banking details print on it automatically, with your invoice number as the payment reference so you can match the money when it arrives. Record payments as they come in, in full or in part. Once issued the amounts cannot be edited, which is what SARS expects, so corrections go through Fix this invoice instead.
Customers
The people you invoice.
Only a name is required. Add a phone number to send on WhatsApp, an email to send by email, and an address if you are VAT registered and the job is over R5,000, because SARS asks for it at that point. You can add a customer in the middle of building a quote without losing the quote.
Price list
The things you charge for often, so you never type them twice.
Save your callout fee, your hourly rate, the parts you fit most. Each one has a name, how it is charged (per hour, per job, each) and a price. You can add a markup as a percentage or a flat rand amount for things you buy in and sell on, and it shows you what it will actually bill at. Anything you type onto a quote can be saved here with one tap, so the list builds itself while you work.
Reports
What the business is actually doing, for any period you choose.
Six reports on one screen: what you quoted and how much you won, what you invoiced, what has actually been paid, who is behind and by how long, what is still sitting out there unanswered, and how close you are to having to register for VAT. Every figure is clickable and opens the documents behind it. From here you also reach a customer statement and the export for your accountant.
History
Everything you have finished with.
Quotes and invoices that are done, split into two tabs and searchable by number or customer name. Anything still open stays on the Quotes and Invoices screens, so those stay about work in progress and this stays about looking something up.
Settings
Your business, your bank, your look, and your plan.
Business details are what print at the top of every document, including your VAT number if you have one. Banking details are where your customers pay you, and changing them later needs a code from your email on purpose. How your documents look is where you pick a template and upload your logo. Insurance work turns on a second price on every item. Your plan is where you upgrade or buy a topup.
Still stuck? Ask a person.
WhatsApp +27 72 311 0570 or email info@digitalflyer.co.za. If it is about a particular quote or invoice, send us the number on it and we will be much quicker.