What we need from you each month
For micro businesses, the monthly pack does not have to be complicated. The aim is to give us clean, complete information so your bookkeeping and payroll can be processed without back-and-forth. If you run a small team from Bryanston, Sandton, Pretoria or anywhere else in South Africa, keep one folder for invoices, one for payroll, and one for bank records. That simple habit makes a big difference when load-shedding, travel or a busy trading period gets in the way.
Send your documents once a month, even if your business is small. If nothing changed, say so. If something changed, note it clearly. That is often enough to keep the accounts up to date and avoid missing entries later.
- Bank statement for the full month
- Sales invoices and receipts issued
- Supplier invoices and expense slips
- Proof of payment for major expenses
- Payroll inputs for all staff and contractors
- Any new registrations or employee changes
Bookkeeping records to keep on hand
Bookkeeping works best when source documents are saved as soon as they arrive. For micro businesses, paper gets lost quickly, especially when stock, deliveries and client work are happening at the same time. Keep digital copies if possible, and name files in a simple way such as date, supplier name and amount. That makes it easier to match transactions on the bank statement and spot anything missing.
If you operate in Cape Town, Durban or Gqeberha, keep a close eye on supplier details and VAT information where relevant. If you are not sure whether a document is valid, send it anyway with a note. It is better to query it than to leave it out.
- Tax invoices from suppliers
- Cash sale slips and card machine summaries
- Petrol and travel receipts used for business
- Utility accounts, rent and service charges
- Proof of deposits into the business account
- Any asset purchases such as equipment or office furniture
Payroll inputs we need before payday
Payroll is only as accurate as the inputs received. Before each pay run, send the latest hours, overtime, leave and any changes to employee details. If your team is small, it is still worth checking every line. One missed day or incorrect deduction can lead to problems on payslips and in the next month’s records.
For weekly wage payroll, send information on time. For monthly payroll, allow enough lead time for checks and approvals. During December, public holidays and school holiday periods, holiday payroll cover may also be needed, so it helps to plan early.
- Employee list with full names and ID numbers
- Hours worked, overtime and Sunday or public holiday time
- Leave taken, sick leave and unpaid leave
- New starters, terminations and salary changes
- Approved deductions or garnishments
- Any bonuses, commissions or once-off payments
New employee setup and leaver checklist
Setting up a new employee properly saves time later. The same applies when someone leaves. Make sure you send complete information as soon as the change happens, not at the end of the month. That helps with payslip processing, leave tracking and termination pay. It also supports proper compliance if records are checked later.
For small teams in Midrand, Randburg or Pretoria, one missing form can slow everything down. If a staff member changes bank details, role or working days, send that update straight away. Do not wait for the next payroll run.
- New employee contact details
- South African ID or valid work permit details where required
- Bank account confirmation
- Start date and agreed pay rate
- Signed employment terms
- Last working day and handover notes for leavers
How to send monthly submissions correctly
Keep your submission simple and in one place. If documents are spread across WhatsApp, message and photos on different phones, something will get missed. Use one folder and include a short note with what changed during the month. If you had a quiet month, say that too. Clear notes help us process your file faster and more accurately.
Where possible, send files in a readable format and avoid blurred images. If you are scanning from an office in Bryanston or a workshop in Durban, check that the pages are complete and not cut off. A missing page can change totals, create querys and delay reports.
- Use one folder per month
- Label files with dates and document types
- Include a short summary of unusual items
- Send bank statements and payroll inputs together
- Keep copies for your own records
What happens when a document is missing
If something is missing, let us know right away. We can usually work around a gap if you tell us early. For example, if a supplier invoice has not arrived, send the proof of payment and any order note you have. If a staff member forgot to record hours, send the timesheet capture as soon as it is available.
The sooner you flag the issue, the easier it is to keep monthly submissions on track. That matters for micro businesses that cannot afford repeated corrections or late payroll changes. In many cases, a quick note is enough to keep the file moving while you chase the missing document.
A simple filing habit that keeps things moving
Many small businesses do best with a fixed weekly routine. Put documents aside every Friday, or after each pay cycle if you run wage payroll. That habit is useful for businesses working from home offices, shared spaces or small premises with limited storage. It also helps when municipal notices, load-shedding interruptions or supplier delays affect your normal admin time.
At Affo, we work with micro businesses across Johannesburg, Pretoria, Cape Town, Durban and Gqeberha, so we know that practicality matters. If your records are tidy, the rest becomes easier. If they are not, start with one month and build from there.
