Building what lasts.
Complete document roadmap – 75 core documents
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| BEA-001 | CIPC Registration Certificate | Proof of company registration | |
| BEA-002 | Memorandum of Incorporation (MOI) | Company constitution | |
| BEA-003 | SARS Registration (IT, PAYE, VAT) | Tax compliance (VAT if turnover >R1m) | BEA-004 | COIDA Registration | Employee injury cover |
| BEA-005 | Public Liability Insurance | Customer injuries (chemicals, burns, slips) | |
| BEA-006 | Business Licence (Municipal) | Required to trade | |
| BEA-007 | Health Certificate (Municipality) | Premises inspection – mandatory | |
| BEA-008 | Fire Clearance Certificate | For salon/spa premises | |
| BEA-009 | Zoning Certificate (Commercial) | Municipality confirmation | |
| BEA-010 | Professional Indemnity Insurance | For waxing, laser, injectables | |
| BEA-011 | B‑BBEE Certificate | For corporate tenders (staff wellness) |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| BEA-012 | Client Service Agreement / Consultation Form | Medical history, consent, expectations | |
| BEA-013 | Terms & Conditions of Service | Refunds, cancellations, liability (displayed) | |
| BEA-014 | Cancellation / No‑Show Policy | Deposit forfeiture, late fee | |
| BEA-015 | Membership / Loyalty Programme Agreement | Subscription terms | |
| BEA-016 | Gift Voucher Terms & Conditions | Expiry, non‑refundable | |
| BEA-017 | Product Sales Receipt / Warranty | Returns policy for retail items | BEA-018 | Rental Agreement (chair/room to independent stylist) | Sub‑tenant agreement |
| BEA-019 | Non‑Disclosure Agreement (NDA) | For proprietary formulas or VIP lists | |
| BEA-020 | Consent Form (photography / social media) | For before/after photos | |
| BEA-021 | Minor Consent Form | Parent/guardian for clients under 18 |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| BEA-022 | Employment Contract – Hair Stylist / Barber | Permanent staff | |
| BEA-023 | Employment Contract – Beautician / Nail Technician | Skilled staff | |
| BEA-024 | Employment Contract – Massage Therapist | Registered therapist (if applicable) | |
| BEA-025 | Employment Contract – Receptionist | Front desk | |
| BEA-026 | Employment Contract – Salon Manager | Senior staff | |
| BEA-027 | Independent Contractor Agreement (chair renter) | Self‑employed stylist | |
| BEA-028 | Code of Conduct (Employees) | Hygiene, punctuality, professionalism | |
| BEA-029 | Disciplinary Code & Procedure | HR compliance | |
| BEA-030 | Appointment / Shift Roster | Daily schedule | |
| BEA-031 | Attendance Register (Daily) | Sign‑in / sign‑out |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| BEA-032 | Daily Appointment Log (booking sheet) | Client names, times, services | |
| BEA-033 | Client History / Preference Card | Personalised service for repeat customers | |
| BEA-034 | Daily Sales Summary (by service and retail) | Till reconciliation | |
| BEA-035 | Stock Take Sheet (retail products) | Shampoos, creams, etc. | |
| BEA-036 | Consumables Usage Log (disposables) | Gloves, foils, cotton – cost control | |
| BEA-037 | Supplier Delivery Note Log | Received stock | BEA-038 | Purchase Order Template | To suppliers |
| BEA-039 | Equipment Sterilisation Log | Autoclave, UV cabinet – health compliance | |
| BEA-040 | Towel / Linen Laundry Log | Hygiene | |
| BEA-041 | Daily Opening Checklist | Lights, music, clean towels | |
| BEA-042 | Daily Closing Checklist | Cash banking, alarms, waste disposal | |
| BEA-043 | Customer Feedback / Comment Card | Service improvement |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| BEA-044 | Occupational Health & Safety (OHS) Policy | Company H&S | |
| BEA-045 | Risk Assessment (Salon – chemicals, slips, sharps) | Hazard identification | |
| BEA-046 | Chemical Safety Data Sheet Register | MSDS for all salon products | |
| BEA-047 | Incident / Accident Report Form | Customer or staff injury | |
| BEA-048 | First Aid Kit Register | Inventory | |
| BEA-049 | Fire Extinguisher Inspection Log | Monthly check | BEA-050 | Emergency Evacuation Plan | Salon layout map |
| BEA-051 | Sharps Disposal Log | Needles, razors – health waste | |
| BEA-052 | Personal Protective Equipment (PPE) Policy | Gloves, aprons, masks | |
| BEA-053 | Toolbox Talk Register | Monthly staff safety talks |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| BEA-054 | Invoice Template (corporate / event services) | B2B billing | |
| BEA-055 | Supplier Invoice Register | Retail stock, consumables | |
| BEA-056 | Payroll Register | Staff wages (including commission) | |
| BEA-057 | Petty Cash Log | Small purchases | |
| BEA-058 | Daily Banking Register | Cash and card deposits | BEA-059 | Supplier Payment Schedule | Creditors aging |
| BEA-060 | Commission Calculator | Per stylist / service – performance tracking | BEA-061 | Bank Reconciliation Template | Monthly finance |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| BEA-062 | Asset Register (Master) | Chairs, dryers, beds, computer, tools | |
| BEA-063 | Equipment Maintenance Log | Steriliser, dryer, pedicure spa chairs | |
| BEA-064 | Tool Inventory (scissors, clippers, files) | Theft tracking | |
| BEA-065 | Calibration Log (scales, timers) | Precision | |
| BEA-066 | Towel / Linen Inventory | Linen count | BEA-067 | Electrical Appliance Test Log | Hairdryers, curling irons – safety |
| BEA-068 | Asset Disposal Form | Retirement of old equipment |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| BEA-069 | Appointment Reminder Template | SMS/WhatsApp – reduce no‑shows | |
| BEA-070 | Consultation Card (new clients) | Allergies, medical conditions | |
| BEA-071 | Overtime Authorization Form | Staff approval | |
| BEA-072 | Leave Application Form | Staff requests | |
| BEA-073 | New Employee Induction Checklist | Salon hygiene onboarding | BEA-074 | Supplier Evaluation Form | Product quality |
| BEA-075 | Termination Checklist | Offboarding |