A credit book is useful only if both the shop and customer agree what was supplied and when payment is due. Before offering credit, set a limit, who can approve an exception, which goods qualify, and whether the customer may buy again before clearing a balance. Explain the terms at the counter or in a message before handing over items; do not surprise someone with interest or a late fee that was never agreed.
Make an accurate, minimal record
Record the transaction date, goods, quantity, KSh total, agreed due date, payments received, and remaining balance. Use a name or agreed identifier; collect a phone number only if needed for a reminder and tell the customer how it will be used. Do not write down national ID numbers, account PINs, M-Pesa codes, or unrelated family information for an ordinary shop tab.
Give a receipt or written confirmation and update the account every time cash or mobile money is received. Reconcile balances against the till and payment messages so a payment is not forgotten. Keep the book out of public view and restrict access to staff who handle credit. Never photograph and share a list of debtors in a neighbourhood or customer WhatsApp group.
Follow up without humiliation
Send a private reminder that states the amount and date, and let the customer query an error. Agree a realistic payment arrangement if circumstances change. Follow applicable Kenyan privacy and consumer rules, and seek professional advice before formal debt recovery. A business record system can organise balances, but accurate entries and respectful treatment are the owner?s responsibility.
