Source evidence
The original transaction stays attached to the match and resulting entry.
Every payment keeps its story.
Bring bank deposits, mobile-money receipts, adjustments, and learner balances into one reviewable flow—from money received to money posted.
Walk through this workflowWhat changes
The bursar sees what matched, what needs attention, and what will affect the books before approving it.
Today’s received paymentsKES 438,250
28 ready to post
MPESA · QHT84KKES 42,000Suggested: A. Njeri · Term 2 fees98% match
Bank transfer · 6192KES 18,500Two learner accounts share this payerNeeds review
The workflow
Follow the work, not the org chart.
Each stage carries its evidence and status forward, so the next person receives context instead of another handoff problem.
- 01
Receive
Keep the original bank or payment-channel record, including the reference and timing.
- 02
Suggest
Compare the payment with learner accounts, invoices, known payers, and prior patterns.
- 03
Review
Show confident suggestions separately from ambiguous or conflicting evidence.
- 04
Approve and post
An authorized person confirms the treatment before it updates balances and the ledger.
The friction this removes
- Payment references do not consistently identify a learner or invoice.
- Unallocated money sits in private spreadsheets with no clear owner.
- Parents, bursars, and school leaders see different versions of a balance.
- Adjustments are difficult to trace back to evidence and approval.
Controls that stay visible
Clear ownership
Every unresolved payment has a status, owner, age, and next action.
Reversible decisions
Corrections preserve the earlier decision instead of rewriting history.
The boundary
Useful automation should make accountability clearer.
AI may
- Propose likely payment matches.
- Group similar unresolved items.
- Explain why a suggestion was made.
AI must not
- Post uncertain money without approval.
- Invent missing payer or learner information.
- Bypass permissions or accounting validation.