The Cash Box feature helps ensure transparency and accuracy when technicians collect cash from clients in the field. It allows your team to verify that the cash handed in by technicians matches the amount received from clients, and keeps a full, auditable record of all cash payments.
Additionally, the system is designed to ensure that the person receiving the cash does not need to know the total amount from all the technician's cash job cards, promoting transparency and accountability.
📌 Why Use the Cash Box Feature?
Sometimes clients pay technicians in cash instead of using card or EFT. This can lead to:
Discrepancies between what was paid and what was handed in
Untracked payments
Potential for error or fraud
The Cash Box was designed to:
Record each cash transaction clearly
Ensure the correct amount is handed in
Maintain a log of who received and accepted each payment
Prompt for a reason when there’s a shortfall
👥 User Roles Involved
Role | Responsibility |
Cash Technician | Records the cash received from clients and submits it to the office. |
Cash Count User | Verifies and accepts the physical cash from the technician. |
Cash Admin | Oversees all cash transactions and balances. |
🧑💼 Admin Workflow (Office Staff)
1. Schedule the Job
Go to Leads > My Leads
Create and schedule the Job Card
2. Technician Logs the Cash Payment
3. View Submitted Receipts
Navigate to Cash > Cash Receipt List
Filter by Unverified to see new entries
4. Accept the Cash
Go to Cash > Accept Cash
Review and accept the expected amount from the technician
5. Review Receipts
Go back to Cash > Cash Receipt List
The receipt will now show as Verified
You can View, Preview, or Download PDF of the receipt
6. Cash Count & Discrepancy Handling
Open Cash > Cash Count List
This shows:
Accepted amounts
Balances per technician
If the handed-in amount doesn't match, the system will request a reason (e.g. "Used R200 for consumables"), which is then recorded for auditing purposes
📱 Technician Workflow (Field Staff)
1. Start the Job
Open the Job List
Select the relevant job and click Start
2. Capture Cash Receipt
Go to the last tab on the job: Receipt
Enter:
Client Name
Amount Received
Client signs directly on the device
Tap Save
