🔧 Plumbing & Sanitation

Complete document roadmap – 82 core documents for your plumbing and sanitation business

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Document Roadmap

R 700

Complete list of 82 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 11

✔	Document	Purpose
	PLB‑001 – CIPC Registration Certificate	Proof of company registration
	PLB‑002 – Memorandum of Incorporation (MOI)	Company constitution
	PLB‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	PLB‑004 – COIDA Registration	Employee injury cover
	PLB‑005 – Public Liability Insurance	Cover for property damage (burst pipes, floods)
	PLB‑006 – Plumbing Contractor Registration (PIRB)	Mandatory for all plumbers
	PLB‑007 – Qualified Plumber Trade Certificate (Red Seal)	For issuing certificates
	PLB‑008 – Business Licence (Municipal)	Required for trading
	PLB‑009 – Waste / Effluent Carrier Licence (if emptying septic tanks)	Environmental compliance
	PLB‑010 – B‑BBEE Certificate	For corporate and government tenders
	PLB‑011 – CSD Registration	For government tenders

Phase 2: Contracts & Client Docs 11

✔	Document	Purpose
	PLB‑012 – Plumbing Service Agreement (Master)	Core client contract
	PLB‑013 – Quotation / Estimate Template	Itemised (labour, materials, call‑out fee)
	PLB‑014 – Certificate of Compliance (COC) – Plumbing	For geyser, solar, gas – required for property sales
	PLB‑015 – Drainage / Sewer Inspection Report (camera)	For blockages, tree roots
	PLB‑016 – Water Installation Test Report (pressure test)	Leak verification
	PLB‑017 – Geyser Installation / Replacement Certificate	Warranty, compliance
	PLB‑018 – Non‑Disclosure Agreement (NDA)	For commercial clients, pricing
	PLB‑019 – Subcontractor Agreement (labour hire)	For large projects
	PLB‑020 – Material Supply Agreement (pipes, fittings, geysers)	With wholesalers
	PLB‑021 – Warranty Certificate (labour, parts)	Customer confidence
	PLB‑022 – Variation / Extra Work Order Form	Scope changes

Phase 3: Human Resources 10

✔	Document	Purpose
	PLB‑023 – Employment Contract – Qualified Plumber	Permanent
	PLB‑024 – Employment Contract – Apprentice Plumber	Trainee
	PLB‑025 – Employment Contract – Drainage / Jet Vacuum Operator	Specialist
	PLB‑026 – Employment Contract – General Assistant / Labourer	Unskilled support
	PLB‑027 – Employment Contract – Admin / Dispatch Estimator	Office
	PLB‑028 – Independent Contractor Agreement (casual labour, subcontractors)	Project basis
	PLB‑029 – Code of Conduct (Employees)	Safety, professionalism, theft prevention
	PLB‑030 – Disciplinary Code & Procedure	HR compliance
	PLB‑031 – Job / Call‑Out Roster (per day)	Emergency rotation
	PLB‑032 – Attendance Register (Daily)	Sign‑in / sign‑out

Phase 4: Operations & Project Management 14

✔	Document	Purpose
	PLB‑033 – Job Card / Work Order (per site)	Scope, materials, time
	PLB‑034 – Site Inspection Report (pre‑work)	Existing condition, photos
	PLB‑035 – Bill of Materials (BOM) per job	All parts, quantities
	PLB‑036 – Daily Site / Work Log (progress, weather, delays)	Project tracking
	PLB‑037 – Vehicle / Van Inventory Log (tools, stock on board)	Asset tracking
	PLB‑038 – Tool Sign‑Out Register (specialist tools – drain camera, press tools)	Loss prevention
	PLB‑039 – Stock / Inventory Register (pipes, fittings, geysers)	Warehouse control
	PLB‑040 – Supplier Delivery Note Log	Materials received
	PLB‑041 – Purchase Order Template	To suppliers
	PLB‑042 – Client Site Safety / Access Form	For hazardous sites (sewage, confined spaces)
	PLB‑043 – Commissioning / Handover Certificate (client sign‑off)	Job complete
	PLB‑044 – After‑Call / Warranty Service Log (callbacks)	Defect tracking
	PLB‑045 – Emergency Call‑Out Log (after hours)	Response tracking
	PLB‑046 – Septic Tank / Conservancy Tank Emptying Log (if applicable)	Compliance record

Phase 5: Health & Safety 11

✔	Document	Purpose
	PLB‑047 – Occupational Health & Safety (OHS) Policy	Company H&S
	PLB‑048 – Site‑Specific Risk Assessment (confined spaces, sewage, hot water, working at height)	Hazard identification
	PLB‑049 – Safe Work Method Statement (SWMS) – drain cleaning, geyser replacement, roof work	Task safety
	PLB‑050 – Confined Space Entry Permit (for sewer, septic tanks)	Mandatory for high‑risk
	PLB‑051 – Incident / Accident Report Form	Injury, flood, near‑miss
	PLB‑052 – First Aid Kit Register (per vehicle, per workshop)	Inventory
	PLB‑053 – Fire Extinguisher Inspection Log (vehicles, workshop)	Monthly check
	PLB‑054 – Emergency / Rescue Plan (confined space)	For sewer / septic work
	PLB‑055 – Personal Protective Equipment (PPE) Register	Gloves, goggles, boots, respirators, hard hats
	PLB‑056 – Biological Hazard / Pathogen Exposure Plan (sewage work)	Hepatitis, E. coli protection
	PLB‑057 – Toolbox Talk Register (weekly safety)	Staff engagement

Phase 6: Finance & Suppliers 8

✔	Document	Purpose
	PLB‑058 – Invoice Template (per job)	Billing client
	PLB‑059 – Supplier Invoice Register (materials, geysers, tools)	Expense tracking
	PLB‑060 – Payroll Register	Staff wages
	PLB‑061 – Petty Cash Log	Small purchases (fittings, tape)
	PLB‑062 – Client Payment History	Accounts receivable
	PLB‑063 – Supplier Payment Schedule	Creditors aging
	PLB‑064 – Job Costing Sheet (labour + materials per job)	Profitability
	PLB‑065 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets 9

✔	Document	Purpose
	PLB‑066 – Asset Register (Master)	Vehicles, drain cleaning machines, press tools, welders, compressors
	PLB‑067 – Vehicle / Van Log Sheet (fuel, trips, maintenance)	For service vehicles
	PLB‑068 – Tool / Equipment Calibration Log (gas detectors, pressure gauges, camera systems)	Safety and accuracy
	PLB‑069 – Power Tool Inventory (drills, grinders, pipe cutters, threaders)	Theft tracking
	PLB‑070 – Ladder / Step Stool Inspection Log	Working at height safety
	PLB‑071 – Stock / Warehouse Inventory (geysers, pipes, valves)	Monthly count
	PLB‑072 – PPE Replacement Log (gloves, respirator filters)	Expiry tracking
	PLB‑073 – Drain Camera / Inspection Equipment Log	Maintenance
	PLB‑074 – Asset Disposal Form	Selling old vehicles / tools

Phase 8: Forms & Templates 8

✔	Document	Purpose
	PLB‑075 – Daily Job Report (for client progress)	Transparency
	PLB‑076 – Emergency Call‑Out Acknowledgment Form (client signature)	Confirmation of after‑hours rate
	PLB‑077 – Overtime Authorization Form	Staff approval
	PLB‑078 – Leave Application Form	Staff requests
	PLB‑079 – New Employee Induction Checklist (plumbing safety, confined space)	Onboarding
	PLB‑080 – Supplier Evaluation Form	Wholesaler performance
	PLB‑081 – Customer Satisfaction Survey	After service
	PLB‑082 – Termination Checklist	Offboarding

📁 File Directory Structure

Plumbing & Sanitation Solutions (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── PIRB_Plumbing_Contractor_Registration.pdf
│   ├── Qualified_Plumber_Trade_Certificate.pdf
│   ├── Business_Licence.pdf
│   ├── Waste_Effluent_Carrier_Licence.pdf (if applicable)
│   ├── B-BBEE_Certificate.pdf
│   └── CSD_Registration.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Plumbing_Service_Agreements/ (by client)
│   ├── Quotation_Template.docx
│   ├── Certificates_of_Compliance_COC/ (by site – geyser, gas, solar)
│   ├── Drainage_Sewer_Inspection_Reports/ (camera footage logs)
│   ├── Water_Installation_Test_Reports/
│   ├── Geyser_Installation_Certificates/
│   ├── Subcontractor_Agreements/
│   ├── Material_Supply_Agreements/ (wholesalers)
│   ├── Warranty_Certificate_Template.docx
│   └── Variation_Order_Form.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Qualified_Plumber.docx
│   │   ├── Apprentice_Plumber.docx
│   │   ├── Drainage_Operator.docx
│   │   ├── General_Labourer.docx
│   │   └── Admin_Dispatch.docx
│   ├── Independent_Contractor_Agreements/
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── CallOut_Rosters/ (by week)
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Project Management/
│   ├── Job_Cards_Work_Orders/ (by site)
│   ├── Site_Inspection_Reports/ (pre‑work)
│   ├── Bills_of_Materials/ (per job)
│   ├── Daily_Work_Logs/ (by plumber)
│   ├── Vehicle_Stock_Inventory_Logs.xlsx
│   ├── Tool_Sign_Out_Register.xlsx
│   ├── Warehouse_Stock_Inventory.xlsx
│   ├── Supplier_Delivery_Notes/ (by date)
│   ├── Purchase_Orders_Issued/ (by date)
│   ├── Client_Site_Access_Forms/
│   ├── Commissioning_Handover_Certificates/
│   ├── Warranty_Service_Log.xlsx
│   ├── Emergency_CallOut_Log.xlsx
│   └── Septic_Tank_Emptying_Log.xlsx (if applicable)
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Plumbing.pdf
│   ├── Risk_Assessments/ (confined spaces, sewage, heights)
│   ├── Safe_Work_Method_Statements/
│   ├── Confined_Space_Entry_Permits/ (by job)
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx (per vehicle)
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Rescue_Plan_Confined_Space.pdf
│   ├── PPE_Issue_Register.xlsx
│   ├── Biological_Hazard_Exposure_Plan.pdf
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by job)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_History.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Job_Costing_Sheets.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Vehicle_Logs/ (by vehicle)
│   ├── Tool_Calibration_Log.xlsx
│   ├── Power_Tool_Inventory.xlsx
│   ├── Ladder_Scaffold_Inspection_Log.xlsx
│   ├── Stock_Warehouse_Inventory_Count.xlsx
│   ├── PPE_Replacement_Log.xlsx
│   ├── Drain_Camera_Equipment_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Job_Report_Template.docx
    ├── Emergency_CallOut_Acknowledgment.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Plumber_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Customer_Satisfaction_Survey.docx
    └── Termination_Checklist.docx

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