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Handling site fuel slips and consumables for chartered accountant (sa) teams in Germiston?

Giving our chartered accountant (sa) site supervisors cash or a shared debit card in Germiston always turns into faded thermal slips and missing VAT invoices at month-end. What system works best for 5 to 15 field staff?

kobus_b◆ 48asked 29 Aug

5 answers

  1. ✓ Accepted by the asker

    Nicola Thorne◆ 83Trusted voiceon Bookkeeping Services29 Aug
    Seconding @kirsten_savage. Thermal till slips from hardware stores and fuel stations fade in a dashboard cubbyhole within two weeks. WhatsApp-to-Dext capture the moment they leave the counter keeps SARS input VAT valid.
  2. Kirsten Savage◆ 103Trusted voiceon Web Design29 Aug
    @kobus_badenhorst ditch physical petty cash completely. Issue pre-funded expense cards with per-transaction limits where the driver has to snap a photo of the thermal tax invoice on WhatsApp or the app within 10 minutes of swiping, otherwise the card pauses.
  3. Robyn Tapson◆ 68Trusted voiceon Web Design29 Aug
    And as @kirsten_savage and @nicola_thorne mentioned, remind your Germiston foremen that fuel itself is zero-rated for VAT, while oil, parts and toll fees carry 15% VAT on a proper tax invoice.
  4. Taryn Cumming◆ 48Contributoron Web Design29 Aug
    @kirsten_savage and @kobus_badenhorst we implemented this exact setup in Germiston last quarter and it cut our monthly admin and reconciliation time in half.
  5. kobus_b◆ 48Contributoron Legal Services29 Aug
    Thanks @kirsten_savage and @nicola_thorne, switching the teams over to WhatsApp slip capture and capped expense cards this month.

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