Billing and collections for Kenya
Know who has paid, who still owes, and who to chase.
You bill the same customers every month. The money lands in your paybill, your till and your bank, often with no reference anyone can use. BillGrid raises every bill in one run, matches each payment back to the right account, and keeps every balance current without anyone rebuilding a spreadsheet.
- Keep your paybill
- Money still lands in your own paybill, till and bank. BillGrid reads the statement you already get
- 1,000 accounts a run
- A whole scheme, round or estate priced, reviewed and posted in a single cycle
- Never billed twice
- Posting locks the run, so a retry cannot bill the same account twice for one cycle
Billing day
The week you lose every month
Raising the bills is the easy part. The days go on working out who paid them.
Typical today
Manual workflow
- Copy last month’s spreadsheet and type in this month’s readings
- Work out every bill by hand and send them one WhatsApp at a time
- Scroll the M-Pesa statement line by line, matching names to customers
- Ask around who sent KES 3,500 from a number nobody recognises
- Guess who is behind, because the real balance lives in someone’s head
With BillGrid
One connected system
- Import the register once. Readings come in from the field, even offline
- One run prices every account, stops for the exceptions, then posts
- Bills go out by SMS or WhatsApp with an M-Pesa pay link on each
- Upload the statement. Payments match to accounts and the doubtful ones wait for you
- Arrears are a list, aged by how long and how much, with reminders already sent
Reconciliation
However the money arrives, it finds the right account
Most of what you are owed never touches a pay link. It arrives in your paybill, your till or your bank, often with no reference on it at all.
- TJ41K8QW2P John Kamau KES 12,400 →
- INV-202608-2041 Mwangi Hardware Ltd Matched on phone number
- TJ39B2LM7X ACC 4471 STO ORDER KES 3,500 →
- ACC-4471 Grace Wanjiru Matched on account ref
- TJ38Z0PQ5R Cash deposit KES 9,000
- No reference on the deposit Needs your review
212 matched automatically
Upload the statement your bank or paybill already gives you. BillGrid reads every deposit, proposes the account it settles, and leaves the ones it can’t prove for a person to decide.
Arrears
What nobody chases, nobody collects
Take a round of 800 households at KES 500 a month. If 60 of them quietly fall three months behind, that is KES 90,000 owed, and without a list nobody notices until it is too old to recover.
-
Arrears that age themselves
Every balance is aged from the day it fell due, so 30, 60 and 90 days behind are lists you can filter by zone or route.
-
Reminders that go out on their own
Overdue accounts get an SMS or WhatsApp with the balance and a pay link, on the schedule you set, and stop the moment they pay.
-
One balance per customer
Partial payments, overpayments, arrears and credits all settle against one account, so the number you quote is the number they owe.
-
The month in one email
What you billed, what came in and your collection rate, sent to the owner without anyone building a report.
Who runs on BillGrid
Built for anyone who bills the same customers every cycle
The charge is different in each business. What happens after it is the same: bill, collect, match, chase. Pick yours and see exactly how the cycle runs.
Water Billing
Water schemes, projects & SACCOs
Metered water on a tiered tariff, with arrears tracked by zone and route.
See how it runsWaste Collection Billing
Waste collection companies
Rounds planned and proved on the truck, then billed flat, per lift or by the kilo.
See how it runsInvoicing
Anyone sending invoices
Branded invoices with an M-Pesa or card pay link, reconciled against your paybill.
See how it runsNo upheaval
It fits the way you already work
You do not have to become a different business to use BillGrid. Bring the customers, tariffs and paybill you have today.
-
Bring your spreadsheet
Customers, meters and opening balances import from CSV. Bad rows come back with a reason instead of failing the whole file.
-
M-Pesa on their phone
Customers tap the pay link and approve the STK prompt. No app, no account, and card works on the same link.
-
No cut on your paybill
Money paid into your own paybill or till is yours. BillGrid takes no percentage of it.
-
Receipts without lifting a finger
Every payment that clears updates the balance and sends the customer a receipt.
-
Assistants that check, people that decide
BillGrid flags a meter read that looks wrong, proposes the match and drafts the reminder. Nothing is posted until someone on your team confirms it.
-
Your team on their phones
Sign in with Google or a one-time code. Each person on the team gets only the access their job needs.
FAQ
Questions, answered
01 What kind of business is BillGrid for?
Any business that bills the same customers again and again and then has to work out who paid. Water schemes and private suppliers billing metered connections, waste collectors billing households on a round, and any business that sends invoices.
02 Do I have to change my paybill or bank account?
No. Customers keep paying where they pay today. Upload the M-Pesa or bank statement you already download and BillGrid matches each deposit to the account it settles. If you want, the bill can also carry an M-Pesa pay link that records itself.
03 Can you show me what it matches on my own data first?
Yes. Send us last month’s statement and your customer list and we will load them into a workspace for you. You see which payments BillGrid matches on its own, which ones it leaves for you, and who still owes, before you pay anything.
04 What if a customer pays with no reference, or the wrong one?
BillGrid matches on the account number, the phone number and the amount, and proposes the account it believes the payment belongs to. Anything it cannot prove is left for a person to decide, and re-uploading an overlapping statement never posts a payment twice.
05 Can I buy just one of them?
Yes. Invoicing works on its own. Water Billing and Waste Billing each add their own accounts, tariffs and billing runs on top of it. Everything you take shares one customer list and one ledger.
06 What is the difference between Water Billing and Waste Billing?
The charge. Water is metered: you read every connection and price the units on a tiered tariff. Waste is a flat collection fee on a cycle, with no meter to read. Everything after that is identical: one billing run, M-Pesa collection, reconciliation, arrears and reminders.
07 How long does it take to get running?
Most businesses import their register and run a real billing cycle on the first day. Start the 14-day trial without a card, or talk to us and we will do the import with you.
08 Do my customers need an account?
No. Customers pay through a secure link with no sign-up and no app to install. Only your team signs in to BillGrid.
09 Does Water Billing read meters over the air or vend prepaid tokens?
No. BillGrid is postpaid billing. Readings are captured by your readers on their phones, offline if there is no signal, and priced by your tariff. It does not vend prepaid tokens, talk to smart meters, or run hydraulic operations.
10 How does BillGrid use AI?
Quietly. It reads scanned statements, proposes payment matches, flags meter reads that look wrong and drafts reminders. Every suggestion waits for a person to approve it before anything is sent or posted.
11 Does it handle VAT?
Yes. Set your tax rate (16% by default) and it is applied and clearly shown on every invoice and receipt.
12 Is my data separate from other businesses?
Every workspace is fully isolated, with its own customers, branding and payment credentials. You can run several from one login.
See it on last month’s statement
Send us your M-Pesa or bank statement and your customer list, and we will show you what BillGrid matches, what it leaves for you, and who still owes. Or start on your own today, no card required.