How expense accounts work: Cash, M-PESA and Bank/Card

Every expense must be recorded against the account the money came from. This is one of the most important choices on the Add Expense page.

What each account means

• Cash means the expense was paid using physical cash.
• M-PESA means the expense was paid using mobile money.
• Bank/Card means the expense was paid through bank, card, or similar business account records.

Why the account matters

• A Cash expense reduces the expected Cash balance.
• An M-PESA expense reduces the expected M-PESA balance.
• A Bank/Card expense reduces the expected Bank/Card balance.
• If the wrong account is chosen, profit may still look right, but account balances may be wrong.
• Wrong account choices can create false discrepancies during daily reconciliation.

Example

• If transport was paid by M-PESA but recorded as Cash, the expense total may be correct, but Bizwazi will reduce Cash instead of M-PESA. At the end of the day, Cash and M-PESA may both look wrong.

How to fix a wrong account

• Find the expense in the All expenses list.
• Use Edit if the expense is editable.
• Change the account to the correct one.
• Save the expense again.
• Recheck the Dashboard or Accounts page afterwards.