Retainer billing and recurring invoices

Invoice Software for Consultants in South Africa

Automate retainer billing, invoice for projects, and present a professional image to every client - with a payment link that actually works for South African businesses.

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Free plan available. Premium from R99/month. Built in Cape Town.

The consulting billing problems Rebill solves

Independent consultants lose hours every month to admin work that should run itself.

Manual monthly retainer invoicing

The first of every month turns into a scramble - remembering which clients to invoice, recreating the same invoice from scratch, and chasing down delivery. Rebill schedules the whole cycle once and sends automatically every month.

Repeatedly answering payment queries

Clients email asking where an invoice is, whether it was paid, or requesting a statement. The client portal gives each consulting client a self-service view of their account so those queries stop reaching your inbox.

Late retainer payments hurting cash flow

Retainers that arrive weeks late break the predictability they are supposed to provide. Automatic late fees and payment reminders enforce terms without awkward conversations, and Paystack/Yoco/PayFast links let clients pay in seconds from the invoice.

Built for the way consultants work

From monthly retainers to one-off projects - Rebill handles consulting billing end to end.

Recurring Retainer Billing

Set up monthly retainer invoices once and Rebill sends them automatically. Each invoice includes a payment link so clients can pay by card or EFT instantly. No more end-of-month invoice scrambles.

Project Invoicing

Invoice per project, per milestone, or per hour. Add detailed line items with descriptions so clients understand exactly what they are paying for. Quotes convert to invoices in one click.

Client Portal

Each client gets a private portal to view their invoices, download statements, and pay outstanding balances. Reduces back-and-forth emails and positions you as a professional operation.

Automatic Late Fees

Set a grace period and Rebill automatically adds a late fee to overdue invoices. Protect your cash flow without awkward conversations - the system handles enforcement for you.

Professional PDF Invoices

Send branded PDF invoices with your logo, business details, and SARS-compliant VAT breakdown. Your invoices look as polished as your consulting work.

WhatsApp Delivery

Send invoices directly to your client's WhatsApp - the channel South African business owners actually check. Clients see it immediately and can pay from the message.

Quick answer

What invoice software do South African consultants use?

South African consultants need invoicing software that handles both recurring retainer billing and one-off project invoices. Most international tools are built around general invoicing and do not have strong recurring billing features suited to consultants, or they lack the South African payment gateways clients expect. Consulting billing in South Africa often involves a mix of fixed monthly retainers, time-based billing for additional work, and project milestone invoices - all needing SARS-compliant tax invoices if the consultant is VAT registered. Rebill is used by IT consultants, management consultants, HR consultants, and marketing specialists across South Africa to automate retainer billing and invoice for project work. The recurring billing feature sends invoices automatically on a set schedule, while the client portal gives each client a self-service view of their account. WhatsApp delivery ensures invoices reach clients quickly, and the Paystack, Yoco, and PayFast payment integrations mean clients can pay immediately. At R99 per month, Rebill costs less than Sage or Xero while being better suited to the invoicing-focused needs of independent consultants.

Pricing for consultants

Recurring retainer billing lives on the Premium plan. Everything else is available for free.

Free
R0/month

Good for project-only consulting

  • Professional invoices and quotes
  • SARS-compliant VAT invoices
  • Online payment links (Paystack, Yoco, PayFast)
  • WhatsApp delivery credits included
  • No recurring retainer invoicing
Start for free
Recommended for consultants
Premium
R99/month

For retainer-based consulting

  • Everything in Free
  • Recurring retainer billing
  • Client portal for each client
  • Automatic late fees
  • Unlimited clients and invoices
Start Premium free trial

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Frequently asked questions

What is a retainer invoice?
A retainer invoice is a recurring invoice sent to a client on a regular schedule - typically monthly - for ongoing consulting services. The client pays a fixed retainer fee each period in exchange for your availability and work. Rebill automates retainer invoices so they are generated and sent automatically on your chosen schedule, with no manual work required.
How do I bill monthly retainers in Rebill?
In Rebill, you set up a recurring invoice for each retainer client. Choose the amount, the billing frequency (monthly, weekly, etc.), the start date, and whether invoices are sent automatically. Rebill then generates and sends each invoice on schedule. Clients can pay online via the payment link on the invoice.
Can I charge late fees for unpaid consulting invoices?
Yes. Rebill supports automatic late fees on overdue invoices. You can set a grace period, a late fee type (fixed amount or percentage), and a cap. Once enabled, Rebill automatically applies the late fee to invoices that remain unpaid after the grace period - no manual follow-up needed.
How does the client portal help consultants?
The client portal gives each of your consulting clients a private login where they can view all their invoices, download statements, and make payments. This reduces the time you spend answering payment queries and chasing clients for remittance confirmations - your clients handle it themselves through the portal.
Is Rebill suitable for an IT consultant in South Africa?
Yes. IT consultants in South Africa commonly use Rebill for monthly retainer billing, project-based invoicing, and hourly billing. You can invoice for time, deliverables, or a combination. If you are VAT registered, Rebill produces SARS-compliant tax invoices automatically. Clients can pay via Paystack, Yoco, or PayFast directly from the invoice.
How do I handle both retainer and project billing for the same client?
Rebill lets you run a recurring retainer invoice for a client while also sending ad-hoc project invoices to the same client. The retainer runs on its own schedule and the one-off invoices appear alongside it in the client profile. Both show up in the client portal, so your client sees a single consolidated view of everything they owe, regardless of how it was billed.
Can I give my consulting client team members access to their invoices?
Yes. The client portal is designed so that finance or accounts staff at your client can log in and view invoices, download statements, and pay outstanding balances without needing to go through the person you deal with directly. This is especially useful for consulting engagements where the decision-maker and the person paying invoices are different people.

Automate your retainer billing today

Free plan available. No credit card required. Built for South African consultants.

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Last reviewed: . Reviewed by the Rebill team in Cape Town, South Africa.