How to Confirm Payments and Send Proof of Payment

Summary This article explains how to confirm whether a payment has been received, what to send after making a payment, and what to expect once payment is confirmed.

How we confirm payments

• Send proof of payment (POP) after you make a bank/EFT payment. Accounts teams use POP to match payments to outstanding invoices and to confirm receipt.
• Once POP is received and payment is matched, accounts will confirm receipt and proceed with the next action (for example: reactivating or activating services, scheduling a paid service, or applying a credit to the account).

Common payment and confirmation workflows

1. Invoice not received

   • Request the invoice to be re-sent from the billing system.
   • Make the payment once you have the invoice, then send POP to accounts.

2. Making an advance payment or crediting the account

   • You may pay in advance; as new invoices are issued the outstanding balance will be deducted from the available credit on your account.
   • Some teams will not issue a multi-month invoice in advance, but will accept an advance payment and apply it as credit.

3. Reactivation or activation after payment

   • Services are reactivated or activated after POP is received and payment is verified (reactivation on an account with United Telecoms that has gone delinquent will take 24-48 hours)

1. Timing requirements for scheduled, chargeable work

   • For chargeable, scheduled services (for example, a quoted move), payment must reflect in accounts by the time requested to proceed; immediate payment may be requested to meet tight scheduling needs.

How to send proof of payment (POP)

• After completing an EFT or other payment, send POP to the accounts/billing contact for the account so the payment can be allocated and matched.
• When making a payment by EFT, include the correct payment reference provided on the invoice (for example: SAPP007) so accounts can allocate the funds correctly.

What happens after you send POP

• Accounts will check whether the payment has been received and allocated.
• If payment is confirmed, accounts communicate that payment has been received and proceed with the agreed next step (for example, reactivating landlines, confirming a scheduled move, or sending confirmation that the credit is applied).
• If payment is not yet reflected, accounts may ask for POP again or confirm when the payment will reflect.

Troubleshooting tips

• If you do not receive an invoice, request that the invoice be re-sent from the system before paying.
• If your service is still suspended after payment, send POP immediately so accounts can verify and reactivate the service.
• If scheduled work requires payment to be reflecting today, provide immediate POP so accounts can confirm and proceed.
• If you want to prepay multiple months but cannot get a multi-month invoice, you can still pay in advance; accounts will apply the payment as credit and deduct future invoices automatically.
• Email addresses;
  United Telecoms Accounts - Unitedvoice@unitedbusiness.co.za 

Conclusion To confirm a payment has been received, send POP after you pay and include the invoice payment reference. Accounts will verify the payment and then confirm receipt and proceed with reactivation, scheduling, or applying credit as applicable.