How we handle payments for parts orders
FoodServ Parts Store supplies spare parts for commercial ovens, fryers, dishwashers and related kitchen equipment. For most orders, payment is completed before dispatch, which helps us move faster through picking and courier handover from our Midrand base.
We support buyers across Johannesburg, Pretoria, Durban, Cape Town and Bloemfontein, so we keep the payment process straightforward. If you are ordering a single thermostat or a larger batch of elements and gaskets, the same basic process applies. Once payment is received and cleared, we move the order into dispatch.
Accepted payment methods for online and trade orders
We accept the payment methods below for parts ordered through our support team or online:
- Electronic funds transfer, including same-day payments where available
- Card payment for quick once-off orders
- Pre-arranged trade account terms for approved buyers
- Pro forma invoice payment before dispatch
For trade customers managing multiple sites, EFT is often the easiest option because it leaves a clean record for your accounts team. For smaller once-off purchases, card payments are useful when a fryer switch or dishwasher seal is needed urgently and the job cannot wait until the next banking run.
Step-by-step payment process before dispatch
If you are unsure how to complete payment, follow these steps and we will guide you through the rest.
- Send your part request with as much detail as possible, including equipment type, measurements and photos if needed
- We confirm the part number or compatibility and issue the amount due
- Choose EFT, card, or account terms if you are approved for trade billing
- Send proof of payment by email to parts@foodservparts.co.za if you pay by EFT
- We verify the payment, pick the order and prepare it for courier collection
When a payment is made after banking hours, clearance may roll over to the next business day. If the job is urgent, let us know upfront so we can advise on the quickest option for your area.
When a pro forma invoice helps
A pro forma invoice is useful when you need approval before payment, or when your finance team needs paperwork before releasing funds. This is common for lodges, restaurants, school kitchens and maintenance contractors working on planned shutdowns.
We can issue the document with the item description, quantity, and payment details for the order. That helps when you are replacing oven elements, thermostat controls, burner parts or gasket kits across more than one site.
- Useful for purchase approvals
- Helps with matching orders to site jobs
- Works well for bulk replacements
- Supports clear records for end-of-month reconciliation
Trade accounts for approved buyers
Approved trade buyers may be offered account terms depending on order history, payment behaviour and the nature of the work. This is best suited to repair firms, hospitality groups and maintenance teams that place regular orders for commercial kitchen spares.
Account buyers still need to keep part details accurate. A thermostat for one oven range is not always the same as a thermostat for another, even when the equipment looks similar. If you are not certain, send photos, ratings or measurements and we will check before the invoice is processed.
What to check before you pay
To avoid delays and return trips, confirm the key details before making payment. This is especially important for heating parts, switches and gasket sets where small differences can affect fitment.
- Equipment make and model details
- Part measurements, wattage, voltage or temperature rating
- Mounting style, connector type or terminal position
- Delivery address and contact number for the receiving site
- Whether you need collection, courier delivery, or parts sent to another branch
In coastal areas such as Durban or Cape Town, we also advise checking for corrosion or heat damage on the old part before ordering. Moist air, grease and hard use can change what is needed, and it is better to confirm first than to pay for the wrong item.
If payment has been made but dispatch is still pending
If you have already paid and your order has not moved yet, check that the proof of payment has been sent to us and that your banking reference matches the invoice number. A missing reference is one of the most common reasons for a delay.
If the payment came through from a different account, or if your bank uses a delayed clearance window, let us know by email. We can only release goods once the payment is visible and matched to the correct order. For urgent restaurant breakdowns, this step matters because a failed fryer or oven can stop service during a lunch or dinner shift.
Our team in Midrand handles payment follow-up alongside picking and dispatch, so a clear reference and full order details help us move faster.
