Stop retyping the paper form
Attach a photo of the clearance form your branch already filled in and the entry fills itself — client, amount, date, bank, reference. Anything it is unsure of is flagged for a second look.
Deposits recorded, verified and cleared. Nothing released early.
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Roles, each with its own view
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Deposits tracked
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Built-in reports
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Audit trail coverage
From the branch counter to the bank statement, in one system.
Reads handwritten clearance formsFlags duplicate paymentsSurfaces deposits over 14 daysChecked against the bank statementEvery change on the recordBranch-by-branch accessTells customers their goods are readyExcel, CSV and PDF exportsTwo-factor and passkeysA database of your own
Features
Built around how the work actually happens
Everything between the branch counter and the bank statement, without another spreadsheet in the middle.
Built for four roles
Branch, Encoder, Accounts, and Admin each see exactly what their job requires — nothing more.
Catch duplicates early
Choose which details have to match and how far back to look. A payment entered twice is flagged before it is counted twice.
Reports that answer the question
Nineteen reports, by branch, status, date or amount — and every one of them leaves as Excel, CSV or PDF.
14-day monitoring
Unresolved deposits surface automatically, so nothing sits quietly past its window — or off the bank statement.
Every change on the record
Each clearance, release and closure says who did it and when, on the entry and on the printed form.
How it works
Four steps, every deposit
The same path whether it is K200 or K200,000 — and you can see where any deposit is at any moment.
1.Entry created
The branch or an encoder logs the payment with its proof of deposit attached, straight off the clearance form.
2.Verified
Accounts checks it against the bank statement and clears it — or flags it, and it stays in the queue until somebody resolves it.
3.Fulfilled
Only a cleared deposit reaches the pickup queue. The goods are prepared and released, and the customer is told they are ready.
4.Closed
The transaction is closed and archived with its full trail: who entered it, who cleared it, who released the goods.
1.Entry created
The branch or an encoder logs the payment with its proof of deposit attached, straight off the clearance form.
2.Verified
Accounts checks it against the bank statement and clears it — or flags it, and it stays in the queue until somebody resolves it.
3.Fulfilled
Only a cleared deposit reaches the pickup queue. The goods are prepared and released, and the customer is told they are ready.
4.Closed
The transaction is closed and archived with its full trail: who entered it, who cleared it, who released the goods.
Day one
What changes on day one
The work does not go away. It stops being invisible.
Without DDCS
- Excel sheets emailed between branches and accounts
- Duplicate payments discovered weeks later
- No record of who cleared what, or when
- Goods released before the deposit is confirmed
With DDCS
- One system every branch and role logs into
- Duplicate deposits flagged the moment they’re entered
- Every clearance, hide, and closure is logged and attributed
- Nothing ships until Accounts marks it Cleared
In their words
What it takes off people's desks
The same jobs, done by the same people — minus the retyping, the chasing and the ringing round.
I fill the clearance form in by hand, then type the same eleven things into a spreadsheet. Now I photograph it and check what it read.
I used to hunt through emails to find which branch sent what. Everything waiting on me is in one queue.
I know whether a deposit has actually cleared before I release the goods, instead of ringing Accounts to ask.
Duplicate payments used to turn up at month end. Now the entry tells me it looks like one before anyone counts it twice.
A deposit that never reached the bank used to be forgotten. After fourteen days it comes looking for me.
I can see every branch’s deposits, and who cleared each one, without asking anybody for a spreadsheet.
Bring one of your own clearance forms to a 30-minute walkthrough and see it handled end to end.
Book a demoPricing
Priced by branches, not by deposits
Every plan includes tenant isolation, a central audit log, and the full deposit verification workflow. Record as many deposits as you take.
Save up to 15% with yearly billing
Free Trial
Evaluate the full platform for 30 days. No card required.
Free
Includes a 14-day free trial
Start free- 1 branch
- 3 active users
- 200 entries a month
- 512 MB storage
- 3 branches
- 10 active users
- 2,000 entries a month
- 5 GB storage
- 10 branches
- 50 active users
- 10,000 entries a month
- 20 GB storage
- Unlimited branches
- Unlimited active users
- Unlimited entries a month
- Unlimited storage
FAQ
Questions, answered plainly
What businesses ask before moving their deposit book onto DDCS.
A workspace is ready the moment you finish signing up — there is nothing to install and nobody has to approve it. Adding your branches and users takes most people under an hour. You can start with one branch and add the rest once they are comfortable.
Yes. If your current records are in a database or spreadsheet, we can import them so your history comes with you rather than starting from an empty book. Reference numbers, dates, amounts, branches, and statuses all carry over. Ask about this during your demo.
Nothing is deleted. The workspace becomes read-only until a plan is chosen, so your records are still there and still searchable. Pick a plan and everything picks up where it stopped.
No. Attach a photo or scan of the clearance form your branch filled in by hand and the entry fills itself in — client name, amount, deposit date, branch, bank, reference, and the tick boxes. Anything the reader was unsure about is flagged so the clerk checks it before saving. Nothing is ever saved without a person confirming it.
The release step is gated on the deposit status. Until Accounts marks it Cleared / OK to Release, the entry is not ready for pickup and the showroom can see that for themselves without ringing anyone.
Yes. Each company gets its own database, not a shared table with a company column. One company's records are not reachable from another's, by design rather than by filter.
Start with one branch this week
14 days free, no card. Or have us walk you through it on your own deposit paperwork first.