Company documents checklist · Packs

Ready for the next lender or tender.

A company documents checklist you reuse: CIPC registration documents, banking proof, your tax compliance status and the latest statements, kept in one collection and ready for each request.

Start a 14-day Business trial How a pack works ↓

Sending and sealing open once a person at KuduDoc has reviewed your company details.

Document packs / 01Financing
Company registrationKeep on file
Financial statementsLatest period
Tax compliance recordCheck validity
Banking proofPrepare recipient copy
Finance applicationFor this request

Your company file

Four common requests.
A company documents checklist for each.

Most requests a South African company gets draw on the same company documents, whether for a tender, a loan, a new client or a bank account opening: CIPC registration documents, the memorandum of incorporation, banking proof, a tax compliance status (TCS) PIN, a B-BBEE certificate or sworn affidavit, and the latest financial statements. Check each request’s own list before you prepare your copies.

More time
on the bid.
Less on the hunt.

Bring the records into one collection, then check the bid’s own requirements before you prepare your copies.

  • Keep the company records together
  • Check certificates against this bid
  • Add the bid’s own schedules
Returnable documents for a tender →
REUSABLE RECORDSTenders
Company registrationKeep on file
Management accountsLatest period
B-BBEE certificate or affidavitCheck validity
Supporting statementsPrepare recipient copy
Bid schedulesFor this request

Make the
first request
a clearer one.

Keep the engagement and its supporting records together. See what you hold and what this relationship still needs.

  • Keep the engagement terms
  • Refresh supporting records
  • Prepare this client’s information
More on client onboarding →
REUSABLE RECORDSClient onboarding
Engagement termsKeep on file
Proof of addressLatest period
Professional registrationCheck validity
Client informationPrepare recipient copy
Signed engagementFor this request

Be ready
when procurement
asks.

Start with the records already on file. Refresh the banking proof and prepare the details this customer asks for.

  • Reuse the company registration
  • Review current banking proof
  • Add the vendor application
More on vendor onboarding →
REUSABLE RECORDSVendor onboarding
Company registrationKeep on file
Bank confirmationLatest period
Tax compliance recordCheck validity
Supplier profilePrepare recipient copy
Vendor applicationFor this request

The statements
changed.
The company file did not.

Keep registration and banking proof on file, and review the latest period before you prepare the lender’s copy.

  • Keep registration on file
  • Refresh the financial statements
  • Prepare the banking proof
Documents for a business loan →
REUSABLE RECORDSFinancing
Company registrationKeep on file
Financial statementsLatest period
Tax compliance recordCheck validity
Banking proofPrepare recipient copy
Finance applicationFor this request
From request to handover

How a pack works.

Keep the company file in one collection, refresh what has changed, prepare a copy for this recipient, then share it.

  1. 01 / KeepOne collection
  2. 02 / UpdateThe latest period
  3. 03 / PrepareA recipient copy
  4. 04 / ShareAccess and expiry
01 / Keep the foundation

The company file.
Kept together.

CIPC registration documents, banking proof, certificates and statements in one Library collection. Keep the supporting papers with the record they explain, and add the official forms filled from the same company details: the B-BBEE affidavit and the SBD forms a tender asks for.

See the Library →
KuduDoc / Library / Karoo Fresh (Pty) Ltd
02 / Bring it up to date

The latest statements.
A renewed certificate.

Check what you hold against this request and refresh what has moved on. The previous period stays on file; see how long to keep company records.

Watch the next renewal →
Financing / Financial statementsLatest period
PDF
Statements · previous periodKeep for the record
On file
PDF
Statements · latest periodReview for this request
Check the period the recipient asked for.
03 / Prepare their copy

Your record.
Their recipient copy.

A lender checking a business bank account needs the account holder, the account number and the bank’s confirmation, not every transaction on the statement. Prepare a separate redacted copy with just that, and read the redaction report before it travels.

How redaction works →
01 / Original
Banking proofAccount holderAccount numberBank confirmation
Transaction details
02 / Recipient copy
Banking proofAccount holderAccount numberBank confirmation
Transaction details
removed
03 / ReviewRead the report.
Inspect the output.
04 / Choose the access

Share with one person,
for as long as the request runs.

Share each document with a chosen KuduDoc account holder. Choose view only or download, set the expiry and withdraw access when the request is over.

How sharing works →
Share a recipient copy
Document
Banking proof · recipient copy
Recipient
One KuduDoc account holder
Access
View only
Expiry
Expires in 30 days
Around each document

Also on the records
you keep.

Activity beside the document

Delivery, viewing and download activity is recorded beside the file it belongs to. An opening shows the link was opened, not that the document was read.

Renewal reminders

Watch the certificates and registrations the pack relies on. Reminders go to you 90, 60, 30 and 7 days before, by default — or the days you choose, and you set quiet hours. See what expires, and when.

Sealed copies anyone can check

Unchanged since sealingFingerprint matches the sealing record.

A recipient can check a sealed file for free, without an account. A match means the file is unchanged since sealing; it says nothing about whether what it says is true.

Check a file →
Before the next request

Questions
people ask.

A reusable checklist of the records a request needs, kept in one collection. You prepare the documents it lists and share each one with its own access and expiry.
Keep the documents CIPC issued after registration, the memorandum of incorporation with any amendments, and a record of each annual return. A company files its annual return within 30 business days after the anniversary of its incorporation, with its beneficial ownership declaration. Record the due date in KuduDoc and you are reminded before it arrives.
The Companies Act (s24) names records every company must keep, including the memorandum of incorporation and any amendments, details of former directors, annual financial statements, accounting records, notices and minutes of shareholders’ meetings, resolutions, and directors’ minutes. Most are kept for seven years; the memorandum of incorporation is kept with no end date.
Up to 12 of your own documents, to one KuduDoc account holder, in one go. Then set view only or download and the expiry on each share: 7, 14, 30 or 90 days; new shares default to 30.
Not entirely. On a direct share, view-only limits the recipient to rendered pages, not the PDF, and you can withdraw access when the request is over. View-only can still be photographed, and withdrawing access cannot recall copies already downloaded.
Personal is free, with no card and no expiry date. Family is R99 a month (R948 a year), Professional R199 (R1,990) and Business R299 (R2,868), per occupied seat, with a 14-day trial. Documents you have already sent are not affected by a plan change. For Enterprise, talk to us.
The next request is coming

Stop rebuilding
the same pack.

Keep the foundation. Refresh what moved. For a team, see KuduDoc for business.

Start a 14-day Business trialTenders & finance →