Questions, answered plainly

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.

No. DDCS runs in the browser on any computer, tablet, or phone. Branches use the same web address as head office; what they can see is decided by their role, not their device.

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.

Yes. Set the date format once under System Configuration — day/month/year, month/day/year, or year-month-day — and every screen, report, export and printed clearance form follows it, along with the emails sent to your customers. Nothing is left to whatever the computer in front of you happens to be set to.

Yes — there is a training section on this site with short walkthroughs per role, and we run a live session for your team when you start. Most branch clerks are working confidently after about twenty minutes, because the system follows the paper form they already use.

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.

Fields the reader is confident about are filled in; fields it had to guess at are marked "check this" next to the label. If a page cannot be read at all, the clerk is told to enter it by hand and the form works exactly as it did before. The reading is a shortcut, never a dependency.

Yes. Once a payment clears, the goods move through four queues of their own — Ready for Pickup, Order Completed, Order Closed, and Voided or Cancelled. Each is a list you can open and work, so "what is sitting in the store with a customer's name on it" is a question somebody can answer without opening deposits one at a time.

Yes — one button on the row emails them, and copies the branch that took the deposit so the counter knows what the customer has been told. What it says follows where the deposit actually is: ready for collection, collected, closed, or cancelled. If no email was ever taken for that customer the button is greyed out rather than guessing, and you can add one from the same screen.

Yes. Attach as many supporting documents as you like — deposit slips, bank receipts, remittance advices, invoices. They stay with the entry, so anybody reviewing it later can see what the branch actually received.

When an entry is saved, DDCS looks for earlier deposits that match it. You choose which details have to be the same — amount, deposit date, customer, bank, payment reference, order or invoice — and how far back to look. Anything that looks like the same payment twice appears in the Duplicate Warnings queue for someone to confirm or cancel, before it is treated as two separate deposits.

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.

It stays in the queue and surfaces automatically once it passes fourteen days, in the Over 14 Days list. It can also be marked Not on Bank Statement, which keeps it visible and out of the cleared pile rather than quietly closing it.

There are four roles. Branch users see their own branch. Data Encoders review entries and run reports. Accounts verifies deposits against the bank statement and clears them. Admin sees everything and manages users. Nobody sees screens that are not theirs.

Yes — roles are assigned per user, and a small business often has one person doing both encoding and accounts. In a larger one, keeping them separate is what gives you the audit trail.

That depends on your plan — see the pricing page for the limits on each. Branches can be added or deactivated at any time, and a deactivated branch keeps its history.

Yes. Head office sees the whole book, filterable by branch, status, date, or amount, and every report can be exported to Excel, CSV, or PDF.

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.

Every status change records who made it and when, and it stays on the entry. The clearance form prints the same trail: who prepared the deposit and who checked it.

Deleted entries are archived rather than removed, and only Admin can delete. The archive is searchable, so a deposit that disappears from the main list can still be accounted for.

Yes. Any user can turn on two-factor from their security settings, and admins can see who has. It is not switched on until a code from the authenticator app confirms it, so nobody locks themselves out of an app they had not finished setting up, and recovery codes are issued for the day the phone is lost.

Head office can register a passkey — the fingerprint reader, face unlock, or security key on a device they trust — from their own account page. A passkey belongs to the device that made it and cannot be copied off it, so one is registered per machine and removing it takes that machine's access back.

You can export anything you can see — every list and report goes to Excel, CSV, or PDF whenever you want, not just on the way out. Ask us about hosting arrangements if you have a specific requirement.

Plans are priced by the number of branches and users, monthly or yearly. The pricing page lists what each includes. There is no charge for the deposits themselves, however many you record.

Correct — no card, and no automatic charge at the end. If you do nothing, the workspace simply goes read-only rather than billing you.

Yes, in either direction, and yearly plans are shown as their monthly equivalent so the comparison is honest. Changing plan does not touch your records.

You will be told before it blocks anything, and moving up a plan takes effect immediately. Nothing is lost in between.

Write in from the contact page and a person replies, usually the same business day. Urgent problems during business hours are best raised by phone.

Tell us what you were doing and what happened. We would rather hear about a small thing early than find out it has been worked around for a month.

Sometimes. If something about how your business works does not fit the system, say so during the demo — it is often a small change, and it is far cheaper to hear before you have started than after.