Operations manager
See round completion, missed lifts and collection performance by route - without waiting for someone to finish the spreadsheet.
Waste collection billing · Kenya
Waste billing software for collection companies, estate collectors and county contractors
Plan the round, prove every stop the crew served, bill it flat, per lift or by the kilo, and collect through M-Pesa.
No card to start Keep your Paybill or Till Offline round sheets
One connected path
- 01 Round
- 02 Proof
- 03 Bill
- 04 M-Pesa
- 05 Reconciliation
- 06 Arrears
- Every stop marked on a phone, even with no signal
- Bills raised from your fee, not typed one by one
- Paybill deposits matched to the right customer
Built for operators like you
Who this is for
If a truck runs a round every week and someone types out the bills afterwards, this page is for you.
- Residential waste collectors
- Commercial and industrial waste contractors
- Gated-estate and apartment collectors
- County and municipal service providers
- Market and institution collection contracts
- Recycling and organics collectors
- Skip and container hire operators
- Multi-route regional operators
The difference
From notebook to reconciled balance
Most operators lose time and money in the gap between what the truck served and what anyone got billed for. BillGrid closes that loop in one system.
Typical today
Manual workflow
- Route list
- Notebook or WhatsApp
- Fee worked out by hand
- Bills typed one by one
- Reminders sent by hand
- M-Pesa statement checking
- Manual balance updates
With BillGrid
One connected system
- Round planned
- Stops marked in the field
- Round closed
- Billing run
- Bill sent
- M-Pesa payment
- Arrears and reporting
See it on your round
Book a walkthrough with your own route and fee, or start free and import a sample street.
End to end
The complete waste-billing lifecycle
BillGrid is not just invoicing software. It runs the operational path from the planned round through collection and county reporting.
01
Customer and premises setup
02
Routes and service schedules
03
Round planning
04
Crew and vehicle dispatch
05
Stops marked in the field
06
Round closing and missed lifts
07
Flat fee, per lift or by weight
08
Bulk billing run
09
Bill delivery
10
M-Pesa payment and reconciliation
11
Arrears tracking
12
Disposal and diversion reporting
Round → Stops → Rebate → Bill → M-Pesa → Reconciliation → Arrears → Reporting
Round operations
No signal on the route? Keep working the round.
A crew that records stops on paper records them twice. BillGrid captures each stop once, on the truck, with or without coverage.
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Installable crew app
The crew opens BillGrid on their phone from the home screen - no app store, and no device to buy.
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Offline round sheets
Stops, photos and weights queue on the device out of coverage and sync when the truck is back in range.
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Every premises is a stop
The round is planned from your service schedule, so every premises due that day is on it. Nobody gets served off the record.
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Mark what actually happened
Serviced, not presented, no access, refused or skipped. Each outcome is a different commercial fact, not one word for all of them.
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Photo proof where you require it
Photograph the bin or the gate at the stop, so an argument about whether the truck came has a record behind it.
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Weights at the stop
Record what a commercial bin weighed and a per-kilo contract bills off the crew's own figures, not an estimate.
Billing runs
Flat fee, per lift, or by the kilo
Set the rate once per customer type. Every cycle BillGrid prices every premises the same way and surfaces exceptions before anything reaches a customer.
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Three ways to rate a customer
A flat fee on a monthly, quarterly or annual cadence, a price per lift, or a price per kilo off recorded weights - with VAT applied correctly on each.
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Missed-lift rebate
Closing a round marks whatever nobody recorded as missed by the crew. Turn the rebate on and a flat fee drops in proportion to the lifts you failed to make, while a bin the customer never put out still bills in full.
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Billing runs with exceptions first
Calculate the whole round, then review open stops, missing weights and rating gaps before anything is posted.
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No double-billing a cycle
Posting locks the run and checks the ledger, so a retried run cannot bill the same premises twice for the same period.
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Bill delivery
Posted bills reach customers by SMS, WhatsApp and email with a secure pay link and your payment instructions.
Collections
Keep your existing M-Pesa Paybill or Till
Customers keep paying the account they already use. BillGrid matches deposits to customers and updates balances - without replacing your paybill.
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Keep the Paybill or Till customers know
Your payment instructions stay on every bill. Customers keep paying the way they already do - nothing to re-learn.
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Upload M-Pesa statements
Import the CSV or Excel your paybill already gives you. BillGrid reads every deposit and proposes the customer it belongs to.
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Match by account reference
When a customer quotes their account number on the paybill, BillGrid matches the deposit to the right customer and clears the oldest bill first.
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Confirm, then post
Clear matches post in one go. Deposits with no reference or an ambiguous match stay on a short review list - never silently applied to the wrong account.
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STK push on the pay link
Customers who prefer paying from the bill can approve an M-Pesa prompt on their phone. Those payments reconcile automatically.
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See who is paid, part-paid or overdue
Balances, ageing buckets and a ranked debtor list update as payments land - by route, estate and customer category.
Reconcile your next paybill statement
Bring a real statement to a demo and we will show you what BillGrid matches automatically and what it leaves for review.
After billing
Arrears, statements and follow-up
Know who paid, who is part-paid, and who the truck has been carrying for free.
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Customer statements
Generate a statement for any date range - opening balance, every bill, every payment, closing balance. Export or send as PDF.
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Arrears ageing
See balances bucketed at 30, 60 and 90 days, filtered by route, estate and customer category.
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Suspension candidates
Customers overdue past your threshold surface as a list - the one you need before deciding whose bin to skip.
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Payment reminders
Send reminder batches by SMS or WhatsApp to the whole overdue round - with delivery tracked per customer.
Migration
Already using a spreadsheet, a notebook or WhatsApp?
Bring the customer list you already have and bill your first cycle on it.
- Customer accounts and premises addresses
- Phone numbers and account status
- Opening balances
- Fees by customer type
- Routes and service days
- Bins issued and their deposits
Before your demo
Help us prepare for your call
These questions give our team context before the walkthrough - mention them in your message or on WhatsApp.
- How many customers are on the round?
- Do you charge a flat fee, per lift, or by weight?
- How often does each route run?
- How do customers currently pay?
- Are you on a spreadsheet, a notebook or another system today?
- Do you already have an M-Pesa Paybill or Till?
- Which county are you operating in?
Ready to migrate?
Send a sample customer file and we will check the mapping before you load production data.
Scale
From one truck to a multi-route operator
Plans scale by billable account count. One premises is usually one account - see pricing for current tiers.
- Single-route collector
- One truck on a weekly round of a few hundred households - routes, fees and paybill reconciliation in one workspace. See pricing
- Estate and apartment collector
- Several estates on different service days, each with its own fee, its own round and its own arrears list. See pricing
- Commercial contractor
- Businesses rated per lift or by the kilo off recorded weights, with bins issued against deposits and returned on the record. See pricing
- County or municipal contractor
- Multiple routes and vehicles, a weighbridge ticket per tip, and diversion figures you can hand to a county. See pricing
Your team
Different roles, different reasons to buy
Multiple stakeholders should recognise their own problem on this page.
Billing and admin officer
Run the cycle, review exceptions, raise bills and produce customer statements in minutes instead of days.
Crew supervisor
A planned round on a phone, every stop recorded once, and proof of service for the customer who says the truck never came.
Treasurer or accountant
Reconcile paybill deposits, track balances, export reports and reduce payment disputes with a clear audit trail.
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Kenya-first workflows
Built around KES billing, Kenyan mobile money and the way collection rounds actually run.
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M-Pesa built in
STK push on pay links plus paybill and till reconciliation from uploaded statements.
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SMS, WhatsApp and email
Bill delivery and payment reminders on the channels your customers already use.
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Bins on a register
Issue a bin to a premises against its deposit, and take it back as returned, damaged or lost.
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Audit trail
Every stop, bill, payment and adjustment is recorded - so disputes have a source of truth.
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Exportable reports
Arrears, collection rate, disposal and diversion reports export to CSV when you need them offline.
What you’ll need
Waste billing is a paid product, priced on the households you collect from - so a small scheme pays like a small scheme and nothing is capped as you grow. Start with a 14-day trial of the whole thing, no card required, and we will quote you before it ends.
Being straight with you
What this doesn’t do
Waste billing is the commercial and round-operations layer. BillGrid does not currently replace:
- route optimisation and live vehicle tracking
- driver rotas, shifts and hours worked
- vehicle maintenance, fuel and compliance records
- commercial contracts as documents, with terms and minimum tonnage
- a collection calendar your customers can see
- fill-level sensors on communal bins
Serve → Prove → Bill → Collect → Reconcile → Follow up → Report. If you need route optimisation, live vehicle tracking or fleet maintenance records, tell us before you sign up.
FAQ
Questions waste operators ask first
01 Do we have to change our M-Pesa Paybill or Till number?
No. Keep the collection account your customers already use. BillGrid prints your paybill or till instructions on every bill, then matches deposits from the statement you upload. Customers can also pay through the secure link with an M-Pesa prompt if you want that option.
02 Can the crew work with no mobile network?
Yes. The installable crew app queues stops, photos, weights and notes on the device when there is no signal, then syncs when the truck is back in coverage. A round is only closed once its stops are in.
03 Can we charge a household, a shop and a restaurant differently?
Yes. Rate each customer type on its own - a flat fee on your cadence, a price per lift, or a price per kilo off the weights the crew recorded. That is three service items and three schedules, not three systems.
04 What happens when the truck misses a street?
Closing the round marks whatever nobody recorded as missed by the crew, which is the number that matters. Turn the rebate on and a flat fee drops in proportion to the lifts you failed to make - while a bin the customer never put out still bills in full.
05 Can we track the bins we have issued?
Yes. Bins are a register, not a guess. Issue one to a premises with its deposit, and take it back as returned, damaged or lost - with the deposit settled against the record rather than from memory.
06 Can we show a county what we actually collected?
Yes. Weighbridge tickets record what each vehicle tipped and where, split across landfill, recycling, organic and hazardous streams - so you can show how much reached a licensed site and how much was diverted from landfill.
07 What does BillGrid not replace?
BillGrid is the commercial and round-operations layer: plan, serve, prove, bill, collect, reconcile, follow up, report. It does not replace route optimisation, live vehicle tracking, driver rotas, vehicle maintenance records or a collection calendar your customers can see.
Serve the round. Prove it. Bill it. Collect through M-Pesa.
BillGrid is billing and round-operations software for waste collection companies, estate collectors and county contractors in Kenya. Start free - no card required - or book a walkthrough mapped to your round.