Wayfen Blog · 17 October 2026

Van sales and cash collections: how to stop money leaking in the field

In van sales and cash collections, small gaps add up fast. A few missing cartons, an unrecorded discount or a payment that never reaches the bank can wipe out the profit of a whole route. The fix is rarely more suspicion. It is a simple daily routine that makes every unit of stock and every payment easy to account for.

Where money leaks in van sales

Stock that disappears: loaded in the morning, not sold, not returned.
Unrecorded sales: goods sold for cash with no invoice.
Unapproved discounts: prices quietly lowered to close a sale.
Credit that is never collected: clients who keep buying while their old bills stay unpaid.
Cash that arrives late or short: money held for days before it is banked.

Most of these are not theft. They are gaps in recording. When the process is clear, honest field reps are protected and real problems stand out.

Start the day with a stock count

Every route should start with a record of exactly what was loaded: product, quantity and value. The field rep confirms it, and it becomes the opening stock for the day. Without this one step, nothing at the end of the day can be checked.

Record every sale and payment at the client

Each sale should create an invoice or delivery note on the spot, from the official price list, and each payment should be recorded against that invoice with the method used: cash, mobile money, bank transfer or card. The client gets a copy. This is the single habit that closes most leaks.

Control discounts and credit with approvals

Give field reps clear rules: list prices by default, any discount above a set level needs a manager's approval, and credit only up to each client's limit. Approvals should take one tap from the road, so the rule never becomes an excuse to lose a sale.

Reconcile stock and cash every evening

The end-of-day check takes ten minutes when the day was recorded properly:

Stock: opening stock minus closing stock should equal what was invoiced, plus any recorded returns or samples.
Cash: cash invoiced should equal cash handed in. Mobile money and transfers should match the statement.
Differences: anything that does not match is explained the same day, while people still remember.

A worked example

The figures below are invented to show the method only. A field rep loads stock worth $4,000 and returns with stock worth $1,500, so $2,500 of stock left the van. Invoices for the day total $2,450, and one sample worth $50 was recorded. Stock balances. Of the $2,450 invoiced, $1,200 was cash, $900 mobile money and $350 credit. The field rep hands in $1,180 in cash. The $20 difference is raised the same evening and turns out to be change given from the float, which is then recorded. Small, quick, and closed.

Keep a close eye on credit

Set limits and terms for every credit client, and review them every quarter.
Stop new credit when a client is over the limit or overdue.
Give each field rep an overdue list every week and plan collection visits into the route. Our guide to route planning shows how.
Track collections against budget, as a separate line. A sale is not cash until it is paid, as we explain in sales budget vs actuals.

Bank cash every day

Cash held overnight is at risk, both from theft and from mistakes. Agree how and when cash is banked or handed over, record it, and make the daily total visible to the manager.

Measure what matters

Four numbers tell you whether van sales are under control: stock differences as a percentage of stock loaded, cash differences, overdue credit as a share of sales, and the average number of days clients take to pay. Watch the trend, not just one day. For more ideas, see our list of field sales KPIs.

How Wayfen helps

With Wayfen, field reps check stock on hand before promising delivery, create invoices and delivery notes from your price list at the client, and request discounts, credit or stock from the road for a manager to approve in one tap. At the end of the day, Wayfen adds up sales, collections, expenses, and cash and bank balances into a daily update you can send on WhatsApp, so differences are spotted the same day instead of at month end.

Frequently asked questions

What is van sales?

Van sales means a field rep carries stock in a vehicle, sells and delivers it on the spot, and often collects payment at the same time. It is common for distributors of food, drinks, medicines, hardware and other fast-moving goods.

How do you reconcile cash in van sales?

At the end of each day, compare opening stock minus closing stock with what was invoiced, and compare what was invoiced for cash with the cash and mobile money handed in. Any difference is investigated the same day.

How can a business reduce bad debt from credit sales?

Set a credit limit and payment terms for every client, block new credit when a client is over the limit or overdue, and give each field rep a weekly list of overdue accounts to collect.

Should field reps collect cash or only mobile money?

Digital payments are easier to trace, but many clients still pay in cash. Accept both, record every payment against an invoice with a receipt, and bank cash daily.

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