How to use Rekodi SmartLedger

Short guides to every part of the app: M-Pesa and bank SMS import, wallets, budgets, Fuliza and loans, selling at the till, stock, discounts, your online shop and more.

Getting started

Create your account, verify your email, set your PIN, move between your personal and business books and set your opening hours.

Create your Rekodi account — Sign up as Personal for your own money, or as Business to run a shop. A business sign-up also gives you a personal account.
Verify your email with the code — After you sign up we email you a 6-digit code. You need it before you can use the app.
Set your PIN — A 4 to 6 digit PIN locks Rekodi when you step away and hides your amounts until you enter it.
Switch between personal and business — Your personal money and each business keep separate books. Switch to see and record in the right one.
Add a business to your login — Run a shop from the same login as your personal account.
Set your business opening hours — Say which days you work and from what time to what time, or that you are open 24/7. Your virtual shop shows the same hours.

Wallets

A wallet is any place you keep money: cash, M-Pesa, a bank account, a Sacco or a loan like Fuliza.

Add a wallet — Add one wallet for each place you keep money so every balance matches real life.
Your default wallet (cash) — Every account starts with a cash wallet as its default. It is picked for you on new entries, sales and purchases.
Track Fuliza, Hustler Fund and other loans — Use a Loan / Credit wallet or record a loan on a wallet so you always know what you owe and when it is due.
Sub-wallets — Split one wallet into parts, for example M-Pesa with a school fees pocket.
Move money between wallets — A transfer moves money from one wallet to another without counting it as income or spending.
Edit or delete a wallet — Fix a wallet's name or balance, or remove a wallet you no longer use.

Recording money

Income, expenses and transfers: how to record them fast, fix them and keep them in the right category.

Record income or an expense — Every shilling in or out is one entry. Pick the type, the amount, the wallet and a category.
Voice, receipt scan and paste — Let Rekodi fill in the entry from your voice, a receipt photo or a pasted M-Pesa message. Always check it before saving.
Edit, delete or change many entries at once — Fix one entry, or select many and change their category or wallet together.
Categories — Categories group your spending and income so budgets and reports make sense.
Find entries and download a statement — Search, filter by date, wallet or category, and download a CSV or PDF statement.
Import from a spreadsheet — Bring in old records from a CSV or Excel (.xlsx) file.
Recurring payments — Rent, salary, chama contributions: set them once and Rekodi records them on time.

SMS import (phone app)

On Android, Rekodi reads your M-Pesa and bank messages and turns them into entries you approve.

Import M-Pesa and bank messages — Rekodi reads your SMS on the phone and lists the money messages. Nothing is saved until you approve.
Check and fix messages before saving — Set the category, wallet or type for many messages at once, or edit one message as a full entry.
Fuliza and bank messages count once — One payment can send you two or three messages. Rekodi joins them into one entry so nothing is counted twice.
Use as wallet: send a sender's messages to one wallet — Link a sender, or one account or card number, to a wallet. From then on its messages go there by themselves.
See or remove linked SMS — A wallet page lists the messages that go to it. Remove a link if it is wrong.
Auto-import new messages — Let Rekodi watch for new M-Pesa and bank messages as they arrive.
Paste a message by hand — On any phone or on the web, paste an M-Pesa or bank SMS and Rekodi fills in the entry.

Budgets and savings goals

Set spending limits per category and save towards goals. For personal accounts.

Set a budget — A budget is a spending limit for a category over a week, a month or six months.
Save towards a goal — Create a goal like an Emergency Fund and track every deposit.

Lent & Borrowed

Keep track of money you lent to people and money you owe, including transaction fees. For personal accounts.

Record money you lent or borrowed — Note who owes you and whom you owe, with the M-Pesa fee if there was one.
Record repayments and settle a debt — Mark money paid back in parts, or close a debt that will never be paid.

Business: selling

Make sales with the cart, sell on credit, give discounts and print or send receipts. For business accounts.

Make a sale — Pick items into the cart, choose where the money goes and complete the sale. Stock goes down by itself.
Sell on credit and collect later — Let a customer pay part now and the rest later. Rekodi keeps the balance under Customer Debts.
Give a discount at checkout — Take a percentage or an amount off the whole cart, with a reason.
Note products customers asked for — Write down what customers wanted that you don't stock, so you know what to buy next.

Business: inventory and purchases

Add products, use the shared catalogue, snap photos to add items and restock with purchases. For business accounts.

Add a product — Add each item you sell with its price and stock. Rekodi then counts stock with every sale and purchase.
Catalogue suggestions and Keep private — While you type a name, Rekodi suggests matching products from the shared catalogue. Pick one to fill in the details.
Quick-Add many common items — Set up a new shop fast by picking common products from a list.
Snap & add: add products from a photo — Take a photo of products on your shelf and Rekodi finds them in the catalogue.
Record a purchase (restock) — When you buy stock, record a purchase. Stock goes up and the money leaves your wallet.

Business: discounts

Run product deals, buy-together offers, weekend offers and store-wide sales. For business accounts.

Put a product on discount — Take a percentage or an amount off one or more products. The cart prices it for you.
Buy-together offers — Give a discount only when the buyer also buys another product, for example shoes 15% off with a trouser.
Weekend or store-wide offers — Discount everything, or everything except some items, on chosen days and times.

Business: team and reports

Give staff their own login with the right permissions, and see how the business is doing. For business accounts.

Add staff and choose their role — Each staff member gets their own login. Their role decides what they can see and do.
Analytics and reports — See revenue, expenses, profit and your best and slowest products.

Business: capital and reserve

Money the owner puts in or takes out, and money set aside that is not for spending. For business accounts.

Capital and reserve — Capital is the money you put into the business minus what you took out for yourself. Reserve is money set aside in reserve wallets, like a tax or restock fund. Neither is a sale, an expense or profit.

Virtual shop (Enterprise)

Let customers near you find your shop, order and pay online. Part of the Enterprise plan. For business accounts.

Set up your virtual shop — Fill in your shop details and pin where you are so nearby customers can find you.
Pin your shop location — Customers search by distance, so pin the exact spot of your shop.
Choose products to sell online — List the inventory items customers can order. Prices and stock come from your inventory.
Choose how customers pay — Take payment on pickup or delivery, or with an M-Pesa prompt in the app.
Go live — When everything is ready, switch the shop Live so customers can see it.
Handle orders — Accept orders, get them ready and complete them. Completing records the sale and takes the stock.

Shopping near you

Find shops and products around you, order, pay and keep it in your books. For personal accounts.

Find shops and products — Search shops near you or in an area, and filter by pickup or delivery or shops open now.
Order from a shop — Add items to your cart, choose pickup or delivery and place the order.
In your books: record shop purchases — A paid shop order can be saved as an expense in your personal books.

Marketplace and personal pages

Buy and sell personal items and support donation pages. Money goes straight to the owner by M-Pesa.

Buy an item or donate — Find items near you or donation pages, then pay the owner directly.
Tell the owner you've paid — After paying by M-Pesa, send the code so the owner can confirm it.
Sell something you own — Make a page for an item you want to sell. Buyers pay you directly.
Start a donation page — Raise money for a cause. Donation pages go live after your identity is verified.
Confirm payments you received — Check your M-Pesa, then confirm or reject each I've paid claim.
Report a page — Tell us about scams, fake or prohibited items.

Plans and payments

What each plan unlocks, how to pay with card or M-Pesa, and how renewal works.

What each plan unlocks — Free covers everyday records. Pro, Business and Enterprise add more as you grow.
Pay for a plan with card or M-Pesa — Pay securely with Paystack (card, M-Pesa or bank) or with an M-Pesa prompt on your phone.
Renewing your plan — Plans don't renew by themselves. We remind you before yours ends.

Security and privacy

Your PIN, auto-lock, fingerprint, encryption and what to do if you forget your PIN.

One PIN on every device — Your PIN belongs to your account, so the same PIN opens Rekodi on your phone and in any browser.
Forgot your PIN — Sign out, sign back in with your password, then set a new PIN.
Too many wrong PINs — Wrong PINs are counted for your whole account. Too many sign you out everywhere.
Auto-lock, private mode and fingerprint — Rekodi locks itself when you are idle, and can hide balances on screen.
How your data is protected — Amounts, names and phone numbers travel encrypted while you are unlocked, and the lock keeps others out.

Troubleshooting

Quick fixes for the most common problems.

I didn't get the email code — Codes usually arrive within a minute. Here is what to check.
Signed out after entering my PIN (Brave, Safari) — Some browsers block the sign-in cookie, so the session ends after the PIN.
Entries waiting to sync — The phone app saves your entries even with no internet and sends them when you are back online.
I reached a plan limit — Some features or amounts are limited on your plan. Upgrade or wait for the next month.