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How to organise business sales and expenses
Published 2026-11-01
A business can only make useful decisions from records that are complete, consistent and reconciled. A simple daily routine is more reliable than trying to reconstruct months of activity later.
Capture each transaction once
Record a sale when it happens, including its items, customer where relevant, payment method and any amount still owed. Record expenses with date, category, amount, supplier and supporting receipt.
Use consistent categories and avoid entering the same receipt in multiple places. Keep source documents so you can explain a figure during review.
Reconcile cash and electronic payments
Compare cash collected with the till shift record. Match mobile-money and bank receipts to statements and sales; investigate unmatched items, reversals and fees.
Track customer debts and supplier balances separately from money already received or paid. A sale on credit is not the same as cash in the bank.
Review the numbers on a schedule
Review sales, expenses, gross margin and cash movement weekly or monthly, depending on business size. Compare equivalent periods and look for unusual changes rather than assuming a higher total is always better.
Ask an accountant how to classify tax, inventory costs and owner transactions. Export records in a format they can review and agree who may post or change accounting entries.
Checklist
- Record sales and expenses promptly
- Keep receipts and supplier documents
- Reconcile cash, M-Pesa and bank statements
- Review debts and supplier balances
- Close periods with accountant review and exports
For more detail, see BlueDuka accounting · Invoice and sales records · BlueDuka user guide.