Invoice Charm handoff
Invoice Charm keeps your invoicing friendly, tidy and human, no matter who takes over next month in Graaff-Reinet or Kempton Park.
See support and counter hour brief. Email magic@bizmagic.co.za.
Also see supplier notes and projects.
What to include in your handoff note
Moving Invoice Charm to someone else should feel simple. Whether it’s your bookkeeper, a recently hired admin or your accountant in Kempton Park, you want them to know exactly what’s done, what’s next, and where to find everything. No fluff, just the right details. Each kit contains three key parts: fresh invoice templates, a set of follow-up email scripts and a monthly collections calendar. Attach all three when you hand this over. If you use Observatory HQ as your home supplier hub, pop in the hub contact too.
- Current invoice templates (docx and pdf, with your logo and VAT number if registered)
- Latest follow-up and collection email scripts
- Current month’s collections calendar (xls or google sheet)
- Supplier detail notes (terms, contact person, oddities)
- eFiling, banking or relevant login links (if needed)
- Collections cadence status (eg. week 2 reminders done)
- Contact details for supplier hub or BizMagic support
Don’t forget the little things that trip people up. Include login info for your eFiling profile if you bill for VAT201, any bank account details needed for invoice payments, and notes on unusual supplier terms (like a Graaff-Reinet parts supplier that insists on thirty-day cheques). If you’re using cues from the collections cadence, flag where you are in the month so the next person doesn’t double chase or miss a step.
How to name and file your kit
A well-named file saves hours. Label each document using your business and the handoff month, for example: “KemptonTiles_InvoiceCharm_June2024.pdf”. Keep all files in a single folder named after your business and kit, such as “InvoiceCharm_KemptonTiles”. If you’re running multiple branches (say, one in Kempton Park and another in Graaff-Reinet), name them separately. Store these in your office’s shared drive or your main Google Drive for easy access by the whole finance team.
For paper copies, keep a clean printed folder labelled with the kit name, month, and who it’s handed to, right by your main supplier files. That way, when your bookkeeper’s laptop dies or there’s a stage 4 outage, you won’t miss a beat.
Email subject line for your handoff
When you email your handoff pack to magic@bizmagic.co.za or forward it to your team, keep the subject line sharp. Use your business, the kit, and the current month. For example: “GraaffReinetFitment_InvoiceCharm_Handoff_May2024”. This makes sure nobody’s guessing what’s inside, and nothing gets lost in a messy inbox.
If you want a quick refresher on what’s inside, check the Invoice Charm checklist or ask your supplier hub at Observatory for a same-day summary.
When a handoff goes sideways
Let’s be honest, things slip. Last autumn, Lindiwe from Kempton Tiles handed off her Invoice Charm to a new bookkeeper but left out the collections calendar and some scripts. Her bookkeeper chased the same customer twice in one day and missed another who should have got a reminder before the 25th. The cash didn’t land in time for payroll, so the team stress-ate pies from the Engen on CR Swart. They fixed it by pulling the Cash Calm Ritual to cross-check all documents, filled in the missing details, and set up a shared folder so everyone, including the partner in Graaff-Reinet, had real-time access to each updated script and calendar. Now handoffs run smooth, even if your admin is off sick.
Quick links for extra support
If you need a ready-to-go script or want to check your tone, grab ideas from Invoice scripts that still sound like you. For pacing your follow-ups, revisit the collections cadence. For supplier hub details or to book a slot at HQ, see Observatory HQ. And you’ll find other cash tips in the resources section.
