How can we help?

Go to Settings → Billing & Subscription. From there you can upgrade, downgrade, or cancel your plan. Upgrades take effect immediately and are prorated — you only pay for the remaining days in your billing cycle. Downgrades take effect at the start of your next billing cycle so you retain access to your current plan's features until then. Cancellations also take effect at the end of your current billing period; you will not be charged again, and your data remains accessible until the period ends.

AdmicoHub processes all subscription payments via Payfast, a South African payment gateway. Payfast supports credit and debit cards (Visa, Mastercard), Instant EFT via major SA banks (Absa, FNB, Standard Bank, Nedbank, Capitec), and SnapScan. Your card or banking credentials are entered directly on Payfast's secure, PCI-DSS compliant checkout — AdmicoHub never stores your full card details. After each successful monthly charge, we email you a VAT-inclusive subscription receipt.

Every subscription payment generates a PDF receipt that is emailed to your registered email address immediately after payment. You can also download all historical receipts at any time from Settings → Billing & Subscription → Payment History. Each receipt includes your business name, VAT number, the subscription period, the amount (ex VAT), VAT at 15%, and the total — compliant with SARS invoice requirements.

When creating or editing an invoice, toggle the "Enable online payment" option. Once the invoice is finalised, AdmicoHub generates a unique Payfast-powered pay link embedded in the PDF and emailed to your client. Your client clicks the link, pays via card or EFT on Payfast's secure page, and you receive an Instant Transaction Notification (ITN) — the invoice status automatically updates to Paid and both you and your client receive a payment confirmation email. No manual reconciliation needed.

Yes. AdmicoHub invoice PDFs include all fields required by SARS for a valid tax invoice: the words "Tax Invoice", your business name and VAT registration number, the client's details, a unique sequential invoice number, the invoice date, a description of goods or services, the quantity, unit price, total ex VAT, the VAT amount at 15%, and the VAT-inclusive total. For invoices below R5 000, an abridged tax invoice format is also supported. If your business is not VAT-registered, invoices are issued as standard invoices without a VAT line.

Most PDF generation issues are caused by one of the following: (1) missing required fields — check that the invoice has at least one line item with a description and amount; (2) browser popup blocker — the PDF opens in a new tab; allow popups for admicohub.com; (3) slow network timeout — try refreshing and generating again. If the issue persists, contact us at hello@admicohub.com with your invoice number and we'll investigate within 4 hours.

AdmicoHub's bank reconciliation module accepts CSV files exported directly from your SA bank's internet banking portal. The importer auto-detects column headers from Absa, FNB, Standard Bank, Nedbank, and Capitec standard export formats. Required columns are: Date, Description, Debit, Credit (or a single Amount column with negative values for debits). If your bank's format isn't auto-detected, you can manually map columns during the import step. We recommend exporting in MM/DD/YYYY or YYYY-MM-DD date format to avoid parsing errors.

After importing a bank statement, AdmicoHub runs a fuzzy-matching algorithm that compares each transaction's amount, date, and description against your open invoices, recorded expenses, and tax reserves. Transactions with high-confidence matches are flagged as Auto-matched and shown in green — you confirm or reject them in one click. Low-confidence or unmatched transactions appear in an Unmatched queue where you can manually link them to an invoice, expense, or category. All matches are stored as an audit trail and can be exported for your accountant.

Yes. Under Bank Reconciliation → Categories, you can create, rename, and colour-code transaction categories (e.g., "Subcontractor Payments", "Materials", "VAT Reserve Transfer"). You can also set up auto-categorisation rules — for example, any transaction where the description contains "VODACOM" is automatically tagged as "Telecommunications". Rules apply to all future imports and can be rerun on historical data. This dramatically speeds up month-end reconciliation.

Open your project and navigate to the Claims tab. Click New Claim, select the claim period, and enter the percentage complete or rand value for each BOQ line item. AdmicoHub automatically calculates the gross claim amount, deducts any previously certified amounts, applies your retention percentage (typically 5% or 10% per contract), and shows the net amount due. Once reviewed, click Certify to generate a Payment Certificate PDF — numbered sequentially, signed with your company details — which you can email directly to the employer or principal agent from within the platform.

Retention is configured per project under Project Settings → Contract Terms. You set the retention rate (e.g., 5%) and the cap (e.g., up to 10% of contract value). AdmicoHub deducts retention on every progress claim and maintains a running retention ledger visible under the Retention tab. When practical completion is certified, you can mark the first half of retention as "due for release" — the system prompts you to issue a retention release certificate and updates the outstanding retention balance. Final retention is released after the defects liability period, tracked by a configurable countdown timer on the project dashboard.

Yes. Under Subcontractors → Supplier Payment Certificates, you can generate Subcontractor Payment Certificates (SPCs) linked to a specific project. Each SPC is tied to your main contract claim, ensuring your subcontractor payments are always proportional to certified amounts — protecting your cash flow. The SPC includes retention deductions, VAT, and any agreed set-offs. You can email the SPC directly to the subcontractor, and the payment amount flows into your bank reconciliation as a recorded expense against that project, giving you a complete project cost-vs-claim view at a glance.