The Treasurer's Monthly Checklist (Printable)

Being treasurer is easier when you have a system. Here's your month broken into four phases, each with specific tasks.

Phase 1: Collection (Day 1-7)

• [ ] Send contribution reminders (3 days before due date)
• [ ] Confirm M-Pesa payments as they arrive
• [ ] Record each payment with date, amount, method, reference
• [ ] Follow up on members who haven't paid by day 5
• [ ] Apply late payment fines per constitution (day 7)

Phase 2: Processing (Day 8-20)

• [ ] Review pending loan applications
• [ ] Check loan applicant's contribution history and eligibility
• [ ] Present loan applications at meeting for approval/rejection
• [ ] Process welfare claims (verify documentation)
• [ ] Disburse approved loans and welfare payouts
• [ ] Record all disbursements with receipts

Phase 3: Reconciliation (Day 21-25)

• [ ] Download M-Pesa statement for the month
• [ ] Compare M-Pesa records against your chama records
• [ ] Investigate any mismatches
• [ ] Update loan repayment schedules
• [ ] Flag overdue loan payments
• [ ] Calculate arrears for each member

Phase 4: Reporting (Day 26-30)

• [ ] Prepare monthly financial summary
• [ ] Calculate: total inflows, total outflows, net balance
• [ ] Update investment portfolio valuations
• [ ] Print/share arrears report
• [ ] Prepare agenda items for monthly meeting
• [ ] Share report with members 48 hours before meeting

End of Month

• [ ] Back up all records
• [ ] File receipts and supporting documents
• [ ] Note any issues for discussion at next meeting

This checklist takes 2-3 hours per week — much less than the panic of reconstructing records at the last minute. With digital tools, most of these tasks take seconds instead of minutes.