Cash Spell handoff
Hand over your Cash Spell kit with one email, no re-explaining needed, even when cash surprises pop up in Paarl or Umhlanga.
See support and counter hour brief. Email magic@bizmagic.co.za.
Also see supplier notes and projects.
What your handoff includes
When you’re ready to hand Cash Spell over to your bookkeeper, new partner, or anyone else handling the money, you don’t want to explain every little detail again. Cash Spell bundles your monthly cash-flow calendar, invoice templates, and collection reminders in one neat set, ready for handoff. Take a bakery in Umhlanga, last month, Thuli needed her assistant to call up debtors using the invoice cues. With this handoff, it’s all there and labelled. If you need a checklist, here’s a ready one.
- Monthly cash-flow calendar (PDF and spreadsheet)
- Invoice discipline sheet (sent and to-send templates, usable as a Word or Sheets file)
- Collections cues (short scripts and contact list, ready to print)
- Handoff note (attached as a single-page PDF or printed out)
How to name and file handoff items
Keep your naming simple and searchable, especially if your accountant’s in Paarl and you’re based at the Observatory HQ. Use the month and business name for each file. For example: “CashSpell_Calendar_June2024_PaarlJamCo.xlsx” or “InvoiceTemplates_ThuliBakery_May2024.docx”. Always add the year and town, so your bookkeeper finds things even if Sibusiso (your temp from accounting) joins mid-month. Store digital files in a shared Google Drive or Dropbox folder and, for printed kits, use a clearly labelled envelope or lever-arch file.
What to put in your handoff note
Your handoff note is short and direct. It’s for your next player, someone like a supplier at the Observatory HQ or a partner who’s just joined. It saves your time by preventing back-and-forth emails later. If you’re sending the kit for a cash flow review or collections drive, this note tells them exactly what’s inside and what action’s needed. Include dates, town or branch name, and collection status at handoff. If you’ve got a regular ritual, link it for them, like Cash Calm Ritual or your Cash Spell cadence.
- Who the work is going to, with name and role
- Current cash status (e.g. 'all May invoices sent, three collections missed, R44 600 outstanding, no cross-border cheques')
- What the next person must do next (e.g. 'Send June invoices by the 3rd, call up late payers by Friday')
- Contact details for urgent questions (email and phone number if needed)
- Where to find previous files (e.g. shared folder link, or location in the lever-arch file)
Email subject and filing tips
Send your full handoff kit and note to magic@bizmagic.co.za with a clear subject line. For example, use “Cash Spell Handoff: PaarlJamCo, June 2024” or “Cash Spell Handoff: ThuliBakery Umhlanga, May wrap”. Attach all files in one email, don’t split across multiple mails if you can help it, it’s easy to lose track after a school holiday or a courier cut-off Friday. You can also cc your accountant or board chair for visibility. For more on cash calendars, check cash calendars owners will actually open.
When a handoff goes sideways
Here’s a real one: PaarlJamCo once sent off their cash-flow calendar with no invoice templates or collection cues, thinking everyone knew the old process. The new bookkeeper, Sipho, joined during a Highveld storm power cut and couldn’t find which customers were overdue. Month-end arrived and one R27 400 payment slipped through. To fix it, they agreed to label every file by month and town, and use a handoff note with a check-in on the 25th payday, now there’s no confusion, even if you’re the one suddenly off sick for a day. See full Cash Spell kit details and trusted suppliers for handoffs.
