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SayPro Upload evidence and documentation (invoices, receipts, contracts)
SayPro Evidence & Documentation Upload Protocol
Purpose:
To systematically upload and archive all supporting financial documents tied to SayPro’s income and expenditures for transparency and compliance.
🔹 1. Types of Documents to Upload
| Document Type | Description | Example Files |
|---|---|---|
| Invoice | Billing documents from clients or donors | PDF, Word Doc, Excel Invoice |
| Receipt | Proof of payment for sales or expenses | Scanned paper receipt, email receipts |
| Contract / Agreement | Signed agreements with donors, partners, suppliers | PDFs, scanned signed copies |
| Proof of Payment | Bank statements, payment confirmation emails | Bank PDF statement, screenshots |
| Attendance Register | Lists of participants for paid events | Excel sheets, scanned forms |
🔹 2. Document Preparation
- Ensure all documents are legible, complete, and dated
- Use the naming convention:
YYYY-MM_Type_Source_Amount
Example:2025-05_Invoice_Nedbank_25000.pdf - Convert documents to accepted formats (PDF preferred)
🔹 3. Upload Procedure
| Step | Action | Details |
|---|---|---|
| 1 | Access Upload Portal | Go to SayPro’s secured financial document portal (e.g., https://uploads.saypro.org) |
| 2 | Login | Use SayPro credentials |
| 3 | Select Upload Category | Choose Invoice, Receipt, Contract, or Other |
| 4 | Complete Upload Form | Enter related details: date, income source, amount, project linked |
| 5 | Upload File | Attach file(s) ensuring size ≤ 10 MB |
| 6 | Submit and Confirm | Receive confirmation message and save reference number |
| 7 | Notify Finance & M&E teams | Email receipts@saypro.org with upload confirmation (optional) |
🔹 4. Alternative Submission
If unable to upload directly:
- Send documents via email to receipts@saypro.org
- Include subject:
[Month-Year] Document Upload – [Your Department] - Attach scanned or digital copies following the naming convention
🔹 5. Verification and Follow-Up
- Finance and M&E teams verify uploaded documents weekly
- Any missing or unclear documentation will prompt follow-up requests
- Maintain local backups in departmental drives
📌 Quick Tips:
- Upload documents within 5 working days of transaction or receipt
- Regularly review your uploads for completeness
- Keep originals safely stored as per SayPro’s retention policy
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