Paying for stock orders at the warehouse
For air-conditioners, accessories and related stock, payment is usually confirmed before goods leave the warehouse. This helps keep collections accurate and avoids delays at dispatch, especially when units are being sent to White River, Hazyview, Klerksdorp or Potchefstroom. If you are buying for a site with tight timelines, send your order and proof of payment together so the stock can be set aside straight away.
We handle trade orders for contractors, businesses and home owners who need equipment quickly. If you are collecting in person, please check stock availability before travelling. On busy days, a unit may be reserved for another customer and we would rather tell you upfront than waste your time.
- Pay before collection where stock is available immediately
- Send proof of payment with your order reference
- Confirm the collection name if someone else is collecting
- Ask for stock confirmation before dispatch to site
Accepted payment methods for normal orders
We accept the standard methods used by South African trade customers and project clients. If you are unsure which method suits your order best, our sales team will help you match the payment to the stock or service booked. For larger orders, we may ask for clear reference details so the payment can be allocated correctly to your account or invoice.
- EFT payments from business or personal accounts
- Card payments where arranged for counter collections
- Cash deposits into the account, when needed and supported by the bank slip
- Split payments where part of an order is paid now and the balance later
When paying by EFT, use the invoice or quotation number as the reference. This makes it quicker for accounts to match the payment, especially if more than one job is running at the same time in Mbombela or on a North West call-out route.
Deposits for installations and site work
Installation work often needs a deposit before we book labour, equipment and delivery. This is common for new installs, replacement units, cassette fitment and site assessments that lead into a confirmed job. The deposit amount depends on the size of the system, the location and whether we are supplying the unit or only installing it.
For Lowveld sites, especially homes and offices dealing with heat, humidity and frequent power interruptions, we try to keep the process practical. A deposit secures the booking and lets the team prepare materials before arriving on site. If your body corporate, landlord or municipal approval is still pending, let us know so we can plan the dates properly.
- Deposits are normally required before installation booking is locked in
- Materials and labour may be listed separately on the quotation
- Remote or out of area jobs may need a higher upfront amount
- Any balance is settled once the work is complete and commissioned
Balancing the account after installation
Once the work is finished, the final balance is payable according to the quotation or invoice terms. This usually applies after system commissioning, testing and handover. If extra work was added on site, such as longer pipe runs, electrical changes or a drain adjustment, those items will be shown separately so there is no confusion later.
We aim to keep handovers clear and practical. If the unit is installed in a rental property, guest lodge or office block, please make sure the responsible person is available to receive the final paperwork and sign-off. It saves back-and-forth and helps you keep records tidy for warranty and servicing.
- Check that the invoice matches the work completed
- Pay any final balance before or on handover day
- Keep your proof of payment with the installation documents
- Ask for clarification if any item looks different from the quote
How to send proof of payment the right way
Sending proof of payment properly speeds things up. Please email your proof of payment and order details to trade@airconwarehouse.co.za as soon as the transaction is done. Include the customer name, invoice number, amount paid and the site town if it is for an installation. That gives the warehouse and accounts team enough detail to release stock or confirm the job without delay.
If you are in Mbombela, Klerksdorp, Rustenburg or Potchefstroom and need same-day handling, send the payment early in the morning where possible. Bank clearing times can still affect release, so if you need urgent collection, ask us first and we will tell you what is realistic.
- Email proof of payment with your invoice or quote number
- Use a clear payment reference on the bank transfer
- Keep your phone available in case accounts needs a quick check
- Do not assume stock is released until it has been confirmed
Questions about special cases and payment terms
Some jobs need a different arrangement, especially commercial sites, staged deliveries or replacement work at short notice. If you are managing a project in the Lowveld or North West and need to work in phases, speak to us before paying so the schedule and payment steps line up properly. We can discuss what is needed for your order, but any special terms must be agreed before the work starts.
If you are unsure whether a payment has cleared, whether a deposit is enough, or whether a balance is still due, contact us with the invoice number and we will check it for you. That is better than guessing, especially when technicians are already booked and materials have been allocated to your site.
