Quotelyfy vs Xero: which is better for a small business?
Quotelyfy for quoting, running jobs and getting paid; Xero for full accounting. The two sync both ways on Quotelyfy Pro+.
In short: Quotelyfy, for quotes, jobs and getting paid, from R89 a month with a free plan. Xero is for the books, bank feeds and payroll, from R450 a month. On Pro+ (R989), the two sync contacts, quotes, invoices and payments.
How do Quotelyfy and Xero compare, side by side?
| Feature | Quotelyfy | Xero |
|---|---|---|
| Free plan | Yes (50 customers, and 50 quotes + 50 invoices a month) | No |
| Full accounting (ledger and reports) | No | Yes |
| Bank feeds and reconciliation | No | Yes |
| Payroll | No | Yes |
| Online invoice payments | Yes (Starter and up) | Yes |
| Syncs with the other | Yes (Pro+) | Yes (through Quotelyfy Pro+) |
Xero column from its own website, checked on 20 October 2026.
Who should choose Quotelyfy, and who should choose Xero?
Choose Quotelyfy if
- You want accepted quotes on a jobs board (Solo, R89 a month, and up).
- You want customers to pay online (Starter, R289 a month, and up).
- You want payment reminders and bulk invoicing (Pro, R489 a month, and up).
- You want Xero or Zoho Books sync (Pro+, R989 a month).
Choose Xero if
- You want full accounting: bank feeds, reconciliation, VAT and reporting in one place.
- Your accountant or bookkeeper already works in Xero.
- You need payroll alongside your books.
For you. For free!
Create and save your invoice. Free!
Build a real quote or invoice right here, configure it the way you want it, and save the PDF. No account needed — it is the same editor our customers use every day.
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What does Quotelyfy do for a small business?
Quotelyfy runs quotes, jobs, invoices and payments in one place, with a free plan and a 14-day trial of every feature (Ts&Cs apply, including usage limits).
Accepted quotes become jobs on your board
From Solo (100 jobs a month), an accepted quote becomes a job on your board, with your own stages. From Pro, the planner keeps the week in view.
Team invites, projects and timesheets
Invite one user on Starter, three on Pro and five on Pro+. Starter includes 5 projects, Pro 10 and Pro+ unlimited, with project timesheets from Pro.
Workflows that do the follow-up
When a job, quote, proposal, project or timesheet changes, a workflow can email the customer, notify your team or create the next document. Solo includes 2 workflows, Starter 5, Pro 10 and Pro+ 20.
Proposals your client can sign (Solo and Pro+)
Send a proposal your client can read, pick a plan in and sign. Solo includes 4 a month and Pro+ 15 a month.
Deposits, instalments and part payments
Ask for a deposit, split a quote into instalments and log part payments with a running balance. From Starter, customers pay online by card or bank through Paystack.
Quotes and invoices sent on WhatsApp from Pro
On Pro and up, send a quote or invoice on WhatsApp as well as email. On Pro+, run the business by chatting with the WhatsApp assistant.
A quote page your customer accepts and answers
Your customer opens a page made for them, accepts, takes off optional items and leaves you a note. Pick one of 20 document themes.
Quote tracking and update alerts (Starter and up)
From Starter, see when a quote is sent, viewed and accepted, and get notified when it changes.
Documents in English, Afrikaans or isiZulu
Choose the language for each quote or invoice: English, Afrikaans or isiZulu.
Payment reminders and bulk invoicing (Pro and up)
From Pro (R489 a month): payment reminders, bulk quoting and invoicing, profit and loss, statements and suppliers.
Connect Claude or ChatGPT (Pro+)
On Pro+, connect Claude or ChatGPT and ask it to create quotes, check orders and more, in plain language.
Xero and Zoho Books sync (Pro+)
On Pro+ (R989 a month), sync with Xero both ways or connect Zoho Books.
What does Xero do?
Xero is a cloud accounting platform, with South African bank feeds, SARS-ready VAT, payroll and a large app store.
Bank feeds and reconciliation
Connects to FNB, ABSA, Standard Bank, Nedbank and others, and helps reconcile transactions.
SourceVAT in line with SARS
Built-in VAT tools, deadline reminders and SARS-compliant tax invoices.
SourceA big ecosystem
Over 1,000 apps in the Xero App Store and more than 250,000 accountants and bookkeepers in its partner programme.
Source
Can you use Xero and Quotelyfy together?
Yes. On Pro+ (R989 a month), Quotelyfy syncs with Xero both ways: contacts, quotes, invoices and items come in, and new quotes, invoices, customers and payments can go back.
The Quote-to-Paid Loop
How does the Quote-to-Paid Loop work alongside Xero?
- Quote: send a quote your customer opens and accepts online.
- Approve: once accepted, the job goes on your board (Solo and up).
- Invoice: convert the accepted quote into an invoice, then sync it to Xero (Pro+).
- Pay: your customer pays by card or bank through Paystack (Starter and up).
- Follow up: payment reminders chase unpaid invoices (Pro and up).
How can you try Quotelyfy?
14-day trial included