Template pack · Financial services

SACCO & chama

Savings groups and cooperatives: a member register, deposits and shares posted as liabilities and capital, monthly contribution runs, M-Pesa receipts, and a loan engine — products on flat or reducing balance, guarantors, committee approval, disbursement, repayments split across penalty, interest and principal, arrears classes and provisioning.

21: capabilities set up
24: accounts & items set up
15: roles, boards & fields set up
11: automation rules set up

Start with this pack

What it carries a record through

1Application
2Approved member
3Shares & monthly deposits
4Loan application
5Appraisal & guarantors
6Committee approval
7Disbursement
8Repayments
9Arrears & provisioning
10Statement

What your trade expects, and where it lives here

Built to the standard of the best systems in this trade

We worked out what a financial services business expects from a top-tier system on day one, and set this pack up to do that work. Everything below runs in Rytrix today.

Members

Membership pipeline
Applicants move from application through KYC and committee approval to active member, with the registration fee tracked.
CRM
Member register
Member number, national ID, KRA PIN, phone, next of kin, employer or payroll number and joining date on one record per member.
CRM
Member statement
Everything a member was billed and has paid — deposits, shares, fees, fines — printable on the society's letterhead with the balance.
Sales

Contributions & savings

Deposits and shares posted correctly
Monthly deposits credit a members'-deposits liability and share purchases credit share capital — never revenue — because each contribution item carries its own ledger account.
Sales
Monthly contribution runs
Standing contributions raise themselves every month as recurring invoices, one per member.
Sales
M-Pesa, bank and cash receipts
Paybill, bank and cash receipts are allocated to what the member owes, each with its reference and a numbered receipt.
Sales
Arrears and reminders
Members behind on contributions or repayments are listed by age, and get an SMS the day an item goes late.
Finance
Fines, welfare and merry-go-round
Chama items — fines, welfare, merry-go-round — are billed the same way and post to their own accounts.
Sales

Loans

Loan products
Flat or reducing balance, equal instalments or equal principal, limits, fees, insurance, penalties, grace days and the number of guarantors — set once per product.
Loans & Savings
Live repayment schedule
Every instalment is shown before the application is saved, and it is exactly what gets posted.
Loans & Savings
Eligibility and guarantors
The multiple of deposits, accepted guarantors, existing arrears and product limits are checked at approval; an administrator can override only with a written reason.
Loans & Savings
Four-eyes approval
Whoever captured an application cannot approve it, and a member cannot guarantee their own loan.
Loans & Savings
Disbursement posting
The loan lands on the member's ledger account with processing fees and insurance deducted upfront, and the schedule starts from the first due date.
Loans & Savings
Repayment allocation
Each repayment is split penalty first, then interest, then principal, oldest instalment first, with the M-Pesa code kept; the last shilling closes the loan and releases the guarantors.
Loans & Savings
Arrears classes and provisioning
One refresh ages every loan into performing, watch, substandard, doubtful or loss, accrues penalties and shows the provision required against what is booked.
Loans & Savings
Loan statements and offer letters
Printed on the society's letterhead with the schedule, repayments and guarantors.
Loans & Savings

Governance & books

Society chart of accounts
Share capital, members' deposits, loans to members, interest receivable, loan-loss provision, dividends and interest payable to members.
Finance
Committee roles
Treasurer, credit officer, teller and a read-only supervisory committee login.
Settings
Meetings and AGM board
Meeting dates, resolutions and actions with owners, from monthly committee sittings to the AGM.
Projects
Bank and M-Pesa reconciliation
The paybill and bank accounts reconciled line by line against their statements.
Finance
Audit trail
Who changed what and when, on every record — for the supervisory committee and the auditor.
Settings

Before you log in

What is already there on day one

Pick this pack at signup and all of this is created with your workspace. Nothing is locked: rename it, add to it or delete what you do not use.

It calls things

customer Member
product Contribution item

Documents numbered

APP-0001

Apps switched on

Assistant
CRM
Sales
Loans & Savings
Finance
HR & Payroll
Projects
Reports
Documents
Automations

Enquiry pipeline6

Membership application
KYC & documents
By-laws & fee schedule shared
Committee approval
Active member
Declined / withdrew

Contribution items that post to the right account6

Monthly deposit contribution→ Members' Deposits
Share capital→ Members' Share Capital
Registration fee→ Registration & Entrance Fees
Welfare contribution→ Welfare & Benevolent Fund
Merry-go-round contribution→ Merry-go-round Pool
Fine→ Fines & Penalties

Seeded without prices — you set your own rates.

Catalogue structure9

Contributions — Monthly deposits · Share capital · Registration fee · Welfare & benevolent
Chama items — Merry-go-round · Fines · Investment contributions

Ledger accounts added to the Kenyan chart18

1270Loans to Members
1275Interest Receivable on Loans
1280Loan Loss Provision
1290Investments & Fixed Deposits
2480Members' Deposits
2485Members' Withdrawable Savings
2490Dividends & Interest Payable to Members
2495Welfare & Benevolent Fund
2496Merry-go-round Pool
3110Members' Share Capital
3240Statutory Reserve
4310Interest on Loans
4320Loan Processing & Insurance Fees
4330Registration & Entrance Fees
4340Fines & Penalties
4350Investment Income
6955Loan Loss Provision Expense
6975AGM, Committee & Education Expenses

Roles, ready to hand out4

Treasurer / accountantReceipts, contribution runs, loan disbursements and repayments, provisioning, reconciliation and the society's books.
Credit officerLoan applications, appraisals, guarantors, repayments and the arrears chase. Cannot approve what they captured.
Teller / member servicesRegisters members and posts their receipts; sees a member's loan balance. No journals, no reports.
Supervisory committee (read-only)Reads every record and report. Changes nothing.

On top of Owner, Administrator, Manager, Staff and Viewer.

Board: Meetings & AGM

Committee sittings, the AGM, resolutions and the actions that came out of them — each with an owner and a date.

Planned
In progress
Done
Overdue

Columns: Owner · Due · Type · Minutes / notes

Fields your trade needs on the record10

Member record: Member number · Date joined · Employer / group · Payroll / check-off number · Next of kin · Next of kin phone · Agreed monthly contribution (KES) · Membership status
Enquiry: Introduced by (member no.) · ID & KRA PIN verified

Automation rules11

Follow up a new enquiry within a dayOn
Turn a won lead into a quotationOn
Text the invoice when it is issuedReady
SMS reminder on the first day lateReady
Thank the customer for payingReady
Tell the owner when money landsOn
Review every voided invoiceOn
Flag a write-off to the accountantOn
Approve staff expense claimsOn
Put arrears on the credit officer's listOn
Onboard a new memberOn

Internal alerts and tasks start switched on. Anything that messages your customers waits until you have connected SMS or WhatsApp and read the wording.

Units, price lists, stores, departments

Units added: Share
Departments: Credit · Member Services

Wording on your documents

invoice: Pay through the society's M-Pesa Paybill using your member number as the account, or to the society's bank account. Officials do not receive cash. Contributions and repayments are due by the date shown; late repayments attract the penalty in the by-laws.
receipt: Thank you. Deposits and shares are governed by the society's by-laws.
statement: Report any discrepancy to the treasurer within 14 days of this statement.

A starting point — every word is editable under Settings → Print templates.

The numbers this trade runs on

Reports that are already wired

Each of these is a screen in the product, computed from the same records the business runs on — not a spreadsheet to keep in step.

Arrears ageing
Unpaid contributions and fees at 30, 60 and 90+ days.
Members' deposits and share capital
What the society owes its members and what they own, from the balance sheet.
Loan book and portfolio at risk
Principal outstanding, the share more than 30 days late, and what was disbursed and collected this month.
Arrears by class and provision required
Every loan aged into performing, watch, substandard, doubtful or loss, with the provision required against what is booked.
Member positions
Each member's deposits, shares, loan balance, guaranteed exposure and borrowing headroom.
Collections by channel
M-Pesa against bank against cash, week by week.
Contributions by member
Billed, paid and outstanding per member.
Income by source
Loan interest against fees against fines, from item sales.
Surplus for the year
Income less expenses — what dividends and interest on deposits are declared from.

Start with the SACCO & chama pack.

First month free · no card needed · everything above is there when you log in.

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