📊 Consulting & Professional Services

Complete document roadmap – 70 core documents for your consulting business

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Document Roadmap

R 700

Complete list of 70 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance 10

✔	Document	Purpose
	CON‑001 – CIPC Registration Certificate (Pty Ltd / Sole Prop)	Proof of company registration
	CON‑002 – Memorandum of Incorporation (MOI)	Company constitution
	CON‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	CON‑004 – COIDA Registration	Employee injury cover
	CON‑005 – Public Liability Insurance (Office / Client Sites)	Cover for visitors, client meetings
	CON‑006 – Professional Indemnity Insurance (Consulting)	Errors, omissions, negligence claims
	CON‑007 – Business Licence (Municipal)	Required for trading
	CON‑008 – B‑BBEE Certificate (or affidavit)	For corporate clients
	CON‑009 – CSD Registration	For government tenders
	CON‑010 – POPIA Compliance Register	Client data protection

Phase 2: Contracts & Client Docs 10

✔	Document	Purpose
	CON‑011 – Consulting Services Agreement (Master)	Core contract with clients
	CON‑012 – Statement of Work (SOW) / Scope of Services	Project-specific deliverables
	CON‑013 – Non‑Disclosure Agreement (NDA) – Client	Confidential information
	CON‑014 – Confidentiality Agreement (Staff)	Protect client data
	CON‑015 – Quotation / Fee Proposal Template	Fee structure
	CON‑016 – Subcontractor Agreement (Specialist Consultants)	Project basis
	CON‑017 – Supplier Agreement (Software, Data, Office)	With vendors
	CON‑018 – Master Services Agreement (MSA) – Framework	Ongoing retainer relationships
	CON‑019 – Referral Agreement (with other professionals)	Referral fees, scope
	CON‑020 – Engagement Letter (short‑form for smaller projects)	Quick contracts

Phase 3: Human Resources 9

✔	Document	Purpose
	CON‑021 – Employment Contract – Senior Consultant	Experienced staff
	CON‑022 – Employment Contract – Junior Consultant	Entry-level staff
	CON‑023 – Employment Contract – Admin / Coordinator	Support staff
	CON‑024 – Independent Contractor Agreement (Freelance Consultants)	Project basis
	CON‑025 – Code of Conduct (Staff) – Professional Ethics	Client trust
	CON‑026 – Disciplinary Code & Procedure	HR compliance
	CON‑027 – Staff / Consultant Roster	Resource allocation
	CON‑028 – Attendance Register (Daily)	Sign‑in / sign‑out
	CON‑029 – CPD / Training Record (Professional Development)	For professional bodies

Phase 4: Operations & Project Management 12

✔	Document	Purpose
	CON‑030 – Project Initiation Document / Brief	Project kick-off
	CON‑031 – Project Plan / Gantt Chart Template	Scheduling
	CON‑032 – Client Meeting Log / Minutes Template	Record decisions
	CON‑033 – Client Status Report Template	Progress updates
	CON‑034 – Timesheet Log (Billable vs Non‑Billable)	Billing and efficiency
	CON‑035 – Project Budget / Cost Tracking Sheet	Profitability
	CON‑036 – Risk Register / Issue Log (per project)	Project governance
	CON‑037 – Change Request / Variation Form	Scope changes
	CON‑038 – Client Deliverable Checklist	Quality control
	CON‑039 – Client Acceptance / Sign‑Off Form	Project completion
	CON‑040 – Client Feedback / Satisfaction Survey	Service improvement
	CON‑041 – Post‑Project Review Template	Lessons learned

Phase 5: Health & Safety 7

✔	Document	Purpose
	CON‑042 – Occupational Health & Safety (OHS) Policy	Office H&S
	CON‑043 – Risk Assessment (Office Environment)	Slips, trips, ergonomics
	CON‑044 – Incident / Accident Report Form	Documentation
	CON‑045 – First Aid Kit Register (Office)	Inventory
	CON‑046 – Fire Extinguisher Inspection Log	Monthly check
	CON‑047 – Emergency Evacuation Plan (Office Layout)	Map and drill log
	CON‑048 – Toolbox Talk Register (Staff Safety)	Monthly topics

Phase 6: Finance & Suppliers 9

✔	Document	Purpose
	CON‑049 – Invoice Template (Client Fees, Retainer)	Billing
	CON‑050 – Supplier Invoice Register (Software, Office, Subcontractors)	Expense tracking
	CON‑051 – Payroll Register	Staff wages
	CON‑052 – Petty Cash Log	Small purchases
	CON‑053 – Client Payment / Fee Collection Register	Accounts receivable
	CON‑054 – Supplier Payment Schedule	Creditors aging
	CON‑055 – Project Profitability Analysis Sheet	Per-project profitability
	CON‑056 – Bank Reconciliation Template	Monthly finance
	CON‑057 – Annual Financial Statements (Compiled)	Compliance

Phase 7: Equipment & Assets 7

✔	Document	Purpose
	CON‑058 – Asset Register (Master)	Computers, laptops, phones, furniture, vehicles
	CON‑059 – IT Hardware Inventory (Laptops, Monitors, Printers)	Tracking
	CON‑060 – Software Licence Register (Office, Specialised Tools)	Compliance
	CON‑061 – Vehicle Log Sheet (if client site visits)	Fuel, trips
	CON‑062 – Server / Network Backup Log	Data protection
	CON‑063 – UPS / Power Backup Log	Business continuity
	CON‑064 – Asset Disposal Form	Retirement of old assets

Phase 8: Forms & Templates 6

✔	Document	Purpose
	CON‑065 – Client Onboarding Checklist (FICA, KYC, Agreements)	Standard process
	CON‑066 – Overtime Authorization Form	Staff approval
	CON‑067 – Leave Application Form	Staff requests
	CON‑068 – New Employee Induction Checklist (Consulting)	Onboarding
	CON‑069 – Supplier Evaluation Form	Vendor performance
	CON‑070 – Termination Checklist	Staff offboarding

📁 File Directory Structure

Consulting Firm (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Professional_Indemnity_Insurance.pdf
│   ├── Business_Licence.pdf
│   ├── B-BBEE_Certificate.pdf (or affidavit)
│   ├── CSD_Registration.pdf
│   └── POPIA_Compliance_Register.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Consulting_Services_Agreements/ (by client)
│   ├── Statements_of_Work/ (by project)
│   ├── NDAs_Client.docx
│   ├── Confidentiality_Agreements_Staff.docx
│   ├── Quotation_Fee_Proposal_Template.docx
│   ├── Subcontractor_Agreements/ (specialists)
│   ├── Supplier_Agreements/ (software, office)
│   ├── Master_Services_Agreements/ (retainers)
│   ├── Referral_Agreements/ (professionals)
│   └── Engagement_Letters/
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Senior_Consultant.docx
│   │   ├── Junior_Consultant.docx
│   │   └── Admin_Coordinator.docx
│   ├── Independent_Contractor_Agreements/ (freelance)
│   ├── Code_of_Conduct_Professional_Ethics.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Staff_Rosters/ (weekly)
│   ├── Attendance_Registers/ (monthly)
│   └── CPD_Training_Records.xlsx
│
├── 04 Operations & Project Management/
│   ├── Project_Initiation_Briefs/ (by project)
│   ├── Project_Plans_Gantt/ (by project)
│   ├── Client_Meeting_Minutes/ (by client)
│   ├── Client_Status_Reports/ (by project)
│   ├── Timesheets/ (staff, by month)
│   ├── Project_Budget_Tracking.xlsx
│   ├── Risk_Registers/ (by project)
│   ├── Change_Request_Forms/ (by project)
│   ├── Deliverable_Checklists/ (by project)
│   ├── Client_Acceptance_SignOff_Forms/ (by project)
│   ├── Client_Feedback_Surveys/ (by client)
│   └── Post_Project_Reviews/ (by project)
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Office.pdf
│   ├── Risk_Assessment_Office.pdf
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan_Office.pdf
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by client)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_Collection_Register.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Project_Profitability_Analysis.xlsx
│   ├── Bank_Reconciliation.xlsx
│   └── Annual_Financial_Statements/ (by year)
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── IT_Hardware_Inventory.xlsx
│   ├── Software_Licence_Register.xlsx
│   ├── Vehicle_Logs/ (if applicable)
│   ├── Server_Network_Backup_Log.xlsx
│   ├── UPS_Power_Backup_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Client_Onboarding_Checklist.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Consulting_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    └── Termination_Checklist.docx

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