Resources
Install Checklist
A useful checklist for deposit slips, proof of payment, and handover records on South African books.
How Install Checklist helps in a busy week
The Install Checklist page is a working list for deposit paperwork that needs to be complete before month-end matching. Use it to confirm the deposit slip, proof of payment, customer reference, and handover record are all filed on the same job.
Use Install Checklist before the first payment on a job is taken. It sets out which deposit rail is being used, what reference must appear, and which cut-off applies to that bank or branch. On South African books, that small setup step prevents one customer payment from being posted against another with a similar surname or invoice value.
File the opening deposit record with the handover papers, not in a separate folder that gets checked later. A scanned slip, proof of payment, and the agreed customer reference should sit against the same job number from day one. When month-end arrives, the person doing the match can trace the payment without paging through WhatsApp images and till notes.
First-payment paperwork list
Teams that need one repeatable deposit routine across installs, call-outs, and staged payments need a clear process. It covers the account details check, the wording of the payer reference, and the format used for filing proofs. The aim is not more admin. The aim is fewer unmatched entries when the bank statement and customer ledger are compared.
Before sending an installer or driver out, confirm who captures the deposit evidence and where that record is stored. Add the branch used, the amount expected, and the job code to the same checklist so the office can verify the banking trail later.
- Verified account name and number
- Reference agreed before payment lands
- Proof filed with the job record
Branch runs and statement matching
Install Checklist suits businesses that still handle deposits across branches in Johannesburg, Durban, Cape Town, and smaller towns where over-the-counter banking remains part of the routine. A site team may collect payment one way while head office allocates it another. The checklist closes that gap by naming who hands over the proof, who checks the reference, and who signs off the amount received.
Banking times matter more than many teams expect. Late-day cash deposits, EFT batches released after cut-off, and card settlement dates can all shift when money appears on the statement. Load shedding, traffic to the branch, and shopping-centre banking hours also affect when documents are created and when they reach the bookkeeper.
Operated by Astros Marketing (Pty) Ltd from 2 Makro Place, Sunnyrock 1401.
Handover notes that support recon
Checklist for setting up a tidy deposit process: bank account details verified, references agreed, proof format set, and cut-off notes shared before the first payment lands.
Keep the customer copy, banking proof, and handover record tied to one install file. Where a deposit is split across stages, note each amount and date separately so part-payments do not get lumped together later. That makes it easier to answer queries from accounts without rebuilding the history from old messages.