Your business admin, on WhatsApp

Stop the Excel headache!

Move your small business admin from slow spreadsheets to instant WhatsApp automation. Send a message or a voice note — Vinnie does the quotes, invoices, expenses and follow-ups.

Get a call back → WhatsApp 065 834 8003
No new app to learn Text, voice or a photo Only pay for what you use

Sound familiar?

Spreadsheets weren't built for the way you work.

You run your business from your phone, on site and between jobs. Your admin should work the same way — not wait for a quiet evening at the laptop.

✗ Typing the same details into Excel, again
Say it once on WhatsApp. Vinnie records it in the right place.

“drove 47km from the yard to Centurion for a site inspection”

✗ Quotes that take an evening to send
A PDF quote on your letterhead, sent in under a minute.

“send a quote to Mabena Construction for a tipper truck for 5 days”

✗ Slips lost in the cubby-hole
Snap the slip. Vinnie reads it and files the expense.

📷 photo of the Engen slip

✗ Forgetting who still owes you
Payments matched to invoices; what's outstanding, always.

“R10000 received against invoice 1”

How it works

If you can send a WhatsApp, you can use Vinnie.

1

Message Vinnie

Type it, say it in a voice note, or send a photo — in your own words, the way you'd tell a colleague.

✍️ text🎤 voice note📷 slip photo
2

Vinnie does the admin

It drafts the quote, logs the expense, books the meeting or sets the reminder — and checks with you before anything goes to a client.

3

See it all in your web app

Every quote, invoice, payment, expense and trip is filed in your own back office — on your phone or computer, ready for your accountant.

What Vinnie does

Real examples, straight from the app.

Every message and screen below is Vinnie's real output, from a demo plant-hire business.

Quotes & invoices

Quote from the site. Invoice before you leave.

Vinnie uses your price list, each client's discount and your VAT. You approve the draft, and it sends a PDF on your own letterhead by WhatsApp and email.

  • Your own layout and logo — upload a sample invoice and Vinnie copies its style
  • “Turn quote 1 into an invoice” — no retyping
  • Remembers prices you mention, so it only asks once
  • Record payments as they come in; see what's outstanding
turn quote 1 into an invoice16:02 ✓✓
📝 Invoice for Mabena Construction (from quote QUO-0001) • tipper truck: 5 days × R4,500.00 = R22,500.00 Total: R24,581.2516:02
R10000 received against invoice 117:40 ✓✓
✅ Payment of R10,000.00 recorded against invoice INV-0001 (Mabena Construction). Outstanding: R14,581.2517:40

Expenses & slips

Never lose a slip again.

Tell Vinnie what you spent, send a voice note, or just take a photo of the slip. It reads the amount, shop and VAT, files it under the right category and keeps the slip as proof.

  • Fuel, materials, phone, tools — sorted automatically
  • Monthly totals by category on your dashboard
  • Export to CSV for your bookkeeper
spent R1450 on diesel at Engen07:31 ✓✓
🧾 Expense recorded • Amount: R1,450.00 • Paid to: Engen • For: diesel • Category: Fuel Wrong? Tap "Delete", or fix it in the portal under Expenses.07:31

Reminders & your team

Nothing slips through the cracks.

Set reminders for yourself, a team member or a client, in plain words. They arrive on WhatsApp at the right time.

  • “Remind Lerato tomorrow at 8:00…” — it goes to Lerato
  • “Tell the team to send their hours” — everyone gets it
  • See every upcoming and sent reminder in one list
remind Lerato tomorrow at 8:00 to send the excavator hours for Ridgeview15:20 ✓✓
👍 I will remind team member Lerato Dlamini to send the excavator hours for Ridgeview at 08:00 tomorrow.15:20
remind me on Friday at 10:00 to follow up on the Karoo Build quote15:21 ✓✓
👍 I will remind you to follow up on the Karoo Build quote on Fri 23 Oct at 10:00.15:21

Calendar & Plan My Day

Your day, planned before your first coffee.

Book meetings by message — Vinnie warns you about clashes and can send the invite. Say “plan my day” and it blocks time for your tasks and reminds you who still owes you money.

  • Invites by WhatsApp, email, Google or Outlook
  • Tasks with priorities, fitted into your working hours
book a meeting with Sizwe Civils tomorrow at 11:00 about the Menlyn site14:40 ✓✓
📅 Booked: Meeting with Sizwe Civils about the Menlyn site - Thu 22 Oct, 11:00–12:00. Want Sizwe Civils to get it? Reply "send the invite by WhatsApp" (or email / Google / Outlook).14:40
plan my day14:41 ✓✓
🗺️ Plan My Day 14:45–15:15 🎯 Send October statements 15:15–15:45 🎯 Book TLB 50-hour service Also worth doing: • Chase INV-0002 - Sizwe Civils, R11,960.0014:41

Books & compliance

A SARS-ready travel logbook, without the little book.

Log each business trip as you go. Vinnie keeps the date, exact km, from, to and the business reason, works out business versus private km for the tax year, and exports it when it's time to file.

  • Opening and closing odometer per tax year (1 March – end February)
  • Export to CSV for your tax practitioner
drove 47km from the yard to Centurion for a site inspection at Ridgeview Estates17:05 ✓✓
✅ Business trip logged: • 47 km from yard to Centurion • Reason: site inspection at Ridgeview Estates17:05

Just ask

You can also ask things like…

Type it or say it. Vinnie answers from your own records.

How many km did I travel this month?
You've logged 161 km of business travel this month.
“How many clients did I see this week?”
Ask out loud in a voice note — Vinnie listens and answers.
Also: billable hours this month
Give me the login link
🔐 Here's your Vinnie login link, Thabo… Sign in with your WhatsApp number or your email and your password.

Your back office

Everything in one place — on your phone or computer.

WhatsApp is where the work happens. The Vinnie web app is where you see the whole picture: what's owed, what's spent, and what's coming up.

Quotes & invoicesPaymentsExpensesCalendar & tasksRemindersSARS logbookClientsClient feedbackCSV exportsLight & dark mode

Built for small teams

Bring your team. Stay in control.

Everyone on WhatsApp

Add your team by their WhatsApp number. They quote, log trips and record expenses from their own phones.

You approve web access

Team members who set up a web login wait for your OK — you get an Approve / Decline message on WhatsApp.

The right people see the right things

Owners see the whole business. Team members see their own work, and can view — not change — your settings.

Pricing

Customise what you use. Only pay for what you use.

Switch on only what you need

Each service is a simple monthly add-on, and you can switch them on or off any time — from the web app, or just by asking Vinnie.

Quotes & invoices
Expenses & slips
Reminders
SARS travel logbook
Client feedback surveys

Start from as little as

R49 / month

Terms apply. We'll talk you through it on your call back — no obligation.

Get a call back

Get started

Let's get you set up.

Leave your details and we'll call you back to show you Vinnie with your own business, and get you up and running.

WhatsApp us065 834 8003 Call065 834 8003 Emailvinnie@the-vine-solutions.com
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We'll only use your details to contact you about Vinnie.

Questions

Good to know

Do I need to install an app?

No. You use Vinnie through the WhatsApp you already have. The web app opens in any browser on your phone or computer when you want the bigger picture — just ask Vinnie for “the login link”.

Can I send voice notes instead of typing?

Yes. Send a voice note the way you'd tell a colleague — “spent four hundred and fifty on diesel at Engen” — and Vinnie turns it into the right record.

Will quotes and invoices look like mine?

Yes. Add your logo, business details and footer, or upload a sample invoice and Vinnie builds your layout from it. Every quote shows you a draft first; nothing goes to a client until you tap “Generate”.

Can my staff use it?

Yes. Add team members by their WhatsApp number. They can quote, log trips, record expenses and get reminders. You decide who can sign in to the web app, and team members only see their own work.

Is my business information private?

Your records belong to your business. Each business only ever sees its own data, and inside a business, team members see their own work while owners see everything.

What does it cost?

You start from as little as R49 a month (terms apply) and only pay for the services you switch on. We'll walk you through the options on your call back.

Get a call back