If your business takes M-Pesa, you have probably spent an evening matching statement lines to sales and invoices. It is slow, and one missed payment can throw off a whole month.
Why it gets messy
- Customers pay with the wrong reference. A missing or mistyped account number means someone has to guess which invoice the payment belongs to.
- Payments arrive in several places. Till numbers, paybills and personal lines all need to land in the same books.
- Sales and accounting live in different systems. Every payment is entered twice, so every payment can be entered wrong twice.
A simple weekly routine
- Export your statement for the week from the M-Pesa portal.
- Match automatically first. Let your system pair payments with invoices by reference and amount.
- Review the leftovers. Look only at unmatched lines, and contact customers if needed.
- Lock the week. Once matched, close the period so totals stop changing.
Let the software do the matching
When your POS, invoicing and accounting share one ledger, most payments match themselves as they arrive. You only deal with exceptions, and your bank, M-Pesa and books agree at month end.
PrimeLedger and Master POS are built to work this way. Talk to us about your current setup.