Chama contributions and loans tracker

What the chama contributions and loans tracker does

A chama runs on trust, and trust runs on records. This workbook lists each member with their monthly contribution and the months paid, lists the loans taken with interest, repayments and the balance, and works out the total pool, the loans outstanding, the cash available to lend and each member's net position.

Who it is for

Chama and savings group treasurers, secretaries and members, and small SACCO-style groups that want a transparent record that every member can read and trust.

How to use the workbook

1. List each member with their monthly contribution on the Members sheet.
2. Each month, update the number of months each member has paid.
3. Record each loan on the Loans sheet with the amount and the interest rate.
4. Enter repayments as they come and read the pool, the loans and the cash available.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Contributions and total saved for every member
• Loans with interest, repayments and balance
• Pool, loans outstanding and cash available
• Net position of each member
• Loan status: open or cleared

The workbook has these sheets: Instructions, Members, Loans. The main table has the columns Member; Phone; Monthly contribution; Months paid; Total contributed; Loan balance; Net position. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Agree the interest rate and rules in writing at a meeting.
• Share the workbook with members every month.
• Never lend more than the cash available.
• Have two officials check the figures against the bank and M-Pesa.

Why keep this record

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. See more business templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to build a 12-month cash flow forecast for a small business
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• Guide: Turnover tax for small businesses in Kenya: rate, limits and when to use it
• Another template: 12-month cash flow forecast
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Need something different? Request a custom template, browse all guides or see every Excel template.