Sales Documentation Best Practices

As a seller, order management doesn't end with the creation and delivery of the product or service. To protect your business, it is essential to document every stage of your sales.

Following these guidelines acts as a safeguard for your business and helps us better support your case in the event of a customer dispute or chargeback.

📦 Physical Products: Visual Evidence

1. Tracking Numbers: Always input the tracking number directly into the order.
   
   
2. Pre-packing Photos: Take clear photos of the ready product before it goes into the box.
   
   
3. Shipping Proof: Take a photo of the packed product showing the customer's details (name, address, and phone number).
   

💻 Digital Products & Services: Documenting the Intangible

1. Delivery Proof — Keep and add proof of service delivery (screenshots, recordings, meeting links/details, accepted calendar invites, or meeting notes).
   

1. Post-service Message — Always send a follow-up message once the service is complete.
   
   

🤝 Consultation Services

1. Use a verifiable platform — Host calls on Google Meet, Zoom, or Microsoft Teams. These platforms generate automatic confirmation emails, calendar invites, and attendance logs that serve as irrefutable proof.
   

1. Send a booking confirmation message — After scheduling, message the customer with the date, time, meeting link, and the email address used to access the call.
   

1. Take a screenshot during the call — Capture a timestamped screenshot while the session is live as visual proof the meeting occurred.
   

1. Send a post-call follow-up — After the consultation, message the customer to thank them for attending, outline next steps, and attach the screenshot from the call.
   

If you have any questions, you can contact us by email at: help@anka.africa
Our customer service team is always at your disposal.

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