At the end of each day or week, compare orders with M-Pesa, bank, card, and cash records. Match the amount, reference, customer, and date. Record transaction charges separately so the sales amount is not confused with the amount received after fees. Investigate payments that cannot be matched instead of treating them as extra income.
Keep evidence for refunds, reversals, partial payments, and deposits. Restrict access to payment accounts and do not share PINs. If several staff receive payments, define who checks the records and when. A small unresolved difference can become difficult to explain after several months.
KobStore can help a Kenyan seller keep product and order information clearer before payment is made. Reconciliation still happens in the financial records, but a more organised order trail makes matching easier. Review differences early and protect the business from avoidable losses.
