Accounting Software in Tanzania That Your Sales and Stock Already Feed

Your till, purchases and expenses post to one set of double-entry books, so the profit figure you see is built from the same records your staff enter every day. Cash, bank and M-Pesa, Tigo Pesa and Airtel Money balances sit side by side, and reports export cleanly for your accountant.

  • Double-entry general ledger fed by sales, purchases and expenses
  • Mobile money matched to sales, plus bank reconciliation
  • Profit & loss, sales and tax reports in Excel, PDF or CSV
  • Included in every plan, starting with Starter at TSh 15,000 a month
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Included on every plan, from TSh 15,000 a month. See pricing

This month

Accounts

New

Revenue

TSh 41.7M

Expenses

TSh 12.9M

Net profit

TSh 9.8M

AccountTypeDebitCreditBalance
M-Pesa tillMobile money18,420,0002,100,00016,320,000
Cash in handCash6,850,0005,900,000950,000
Bank current accountBank12,000,0007,400,0004,600,000
Sales revenueIncome—41,700,00041,700,000
RentExpense2,500,000—2,500,000
Illustrative screen with sample data

What Accounting fixes

The day-to-day problems this module is designed to remove.

  • Sales are counted twice, once at the till and again for the books

    Someone types the day's sales from the receipt book into a spreadsheet or a separate accounting package. Every re-entry is a chance for a wrong figure.

  • Mobile money never quite matches

    The M-Pesa statement shows one total, the sales book shows another, and closing the day turns into an hour of scrolling through messages.

  • Profit is a feeling until the accountant visits

    You know money came in, but you only learn whether the month was profitable weeks later, when it is too late to change anything.

  • Month-end takes days

    Receipts, supplier invoices and expense slips are gathered from different drawers before the books can be closed.

  • Your accountant asks for the same files every month

    Without clean exports, you photograph pages and send them one by one, and the accountant rebuilds your books from scratch.

How Accounting works in SmartBiashara

Double-entry books in the background

SmartBiashara keeps a double-entry general ledger, so every transaction has both sides recorded. You do not need to know debits and credits to use it: a sale at the till, a supplier payment or a recorded expense posts to the books automatically. Your accountant can still open the ledger and see the detail.

  • General ledger built from day-to-day transactions
  • Sales, purchases and expenses posted without re-typing
  • Financial year start month chosen when you register

Cash, bank and mobile money in one place

Track the money in your till, your bank account and your M-Pesa, Tigo Pesa and Airtel Money wallets side by side. Payments taken at the POS are reconciled against the sales they belong to, and card or bank transfer payments can be recorded too. At the end of the day you can see what each channel should hold.

  • Separate balances for cash, bank and each mobile money channel
  • Mobile money payments matched to POS sales
  • Card and bank transfer payments recorded

Bank reconciliation

Check your bank statement against what the system has recorded and mark items as matched. Anything left over, such as bank charges or a deposit nobody recorded, stands out so it can be entered or queried.

Profit & loss and tax reports

Run a profit & loss report for any period to see sales, cost of goods sold and expenses together. Tax and sales reports give your accountant the figures they need for returns. Every report exports to Excel, PDF or CSV, or can be shared on WhatsApp.

  • Profit & loss by period
  • Sales and tax reports
  • Exports your auditor can work with

Stock valued the way you chose

When you register, you pick FIFO (first in, first out) or LIFO (last in, first out) as your stock accounting method. Cost of goods sold is then worked out from your actual purchase prices, which is what makes the gross profit figure meaningful.

Receivables and payables kept up to date

Customer credit sales (madeni) and supplier balances are tracked as they happen, so you know who owes you and whom you owe. The figure you are owed and the figure you owe are always one report away.

  • Customer credit balances
  • Supplier ledgers linked to purchases and payments

How a day's trading reaches your books

An example: a café that takes cash and M-Pesa and buys milk on supplier credit.

  1. 1

    Sell at the till

    Each order rung up at the POS records the sale and the payment method, cash or M-Pesa, in one step.

  2. 2

    Record what goes out

    The morning milk delivery goes in as a purchase on credit, and the gas refill is recorded as an expense.

  3. 3

    Close the day

    The cashier compares the cash drawer and the M-Pesa total with what the system expects. Differences are visible before anyone goes home.

  4. 4

    Reconcile the bank

    When the cash is banked, the deposit is matched on the bank statement during the weekly reconciliation.

  5. 5

    Read the month

    At month-end the owner runs profit & loss and exports it, with the general ledger, for the accountant in a single email.

This month

Accounts

New

Revenue

TSh 41.7M

Expenses

TSh 12.9M

Net profit

TSh 9.8M

AccountTypeDebitCreditBalance
M-Pesa tillMobile money18,420,0002,100,00016,320,000
Cash in handCash6,850,0005,900,000950,000
Bank current accountBank12,000,0007,400,0004,600,000
Sales revenueIncome—41,700,00041,700,000
RentExpense2,500,000—2,500,000
Illustrative screen with sample data

Illustrative view: cash, bank and mobile money balances with this month's profit & loss summary.

What changes for your business

  • Faster month-end close

    With sales, purchases and expenses already in the books, closing the month is mostly a matter of checking the figures. Amina M. of Mwanza Pharmacy Chain says her team went from closing books in 3 days to 30 minutes.

  • Fewer gaps in mobile money

    Matching mobile money payments to the sales they belong to makes a missing transfer visible on the day it happens.

  • Profit you can see during the month

    A current profit & loss report lets you act on rising costs or falling margins while there is still time.

  • Less work for your accountant

    Clean exports in Excel, PDF or CSV give the accountant figures to review straight away.

  • One record from sale to statement

    Since the books are fed by the same POS, stock and purchase records, any figure can be traced back to the transaction behind it.

“We used to close books in 3 days. Now it is 30 minutes. The mobile money reconciliation alone saved us 2 staff. SmartBiashara is the backbone of our pharmacy chain.”
Amina M., Owner · Mwanza Pharmacy Chain

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Frequently asked questions

Still have a question? Ask our team on WhatsApp, phone or email.

Which SmartBiashara plans include accounting?

Accounting is included in every plan, from Starter at TSh 15,000 a month up to Enterprise Pro. Prices exclude VAT and service levy. Higher plans add locations, users and other modules, while the accounting itself is available throughout.

Do I need to understand debits and credits?

No. Everyday actions such as a sale, a purchase or an expense post to the double-entry books automatically. The general ledger is there for you or your accountant to review, but you can run the business from the sales, purchase and expense screens.

Does SmartBiashara reconcile M-Pesa, Tigo Pesa and Airtel Money?

Yes. M-Pesa, Tigo Pesa and Airtel Money payments accepted at the POS are reconciled against the sales they belong to. Cards and bank transfers can be recorded as payment methods, and your bank statement can be reconciled in the accounting module.

Is SmartBiashara connected to TRA or EFD machines?

SmartBiashara records your sales and produces sales and tax reports for you and your accountant. For questions about TRA, EFD or VFD machines, ask our team about your fiscal-device setup.

Can my accountant get the data they need?

Yes. Reports, including profit & loss and the general ledger, export to Excel, PDF or CSV. You can also add your accountant as a user so they can look at the figures themselves.

Can I replace QuickBooks or a spreadsheet with SmartBiashara?

For most day-to-day bookkeeping, yes, because the books are fed directly by the POS, stock and purchases. If your accountant relies on a specific tool, the Excel and CSV exports let them keep working from your figures. Our comparison guides cover the differences in more detail.

Which currency are the books kept in?

You choose your business currency when you register, and most Tanzanian businesses choose Tanzanian shillings. Your financial year start month and stock accounting method (FIFO or LIFO) are set at the same time.

Further reading

All articles and guides

See your profit without waiting for month-end

Start a 14-day free trial, record a few days of sales and expenses, and run your first profit & loss report. No credit card is needed, and our team can walk your accountant through the setup.

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