Know who your regular buyers are, what they bought last month, how much they owe and when you promised to call them back. SmartBiashara CRM sits inside the same system as your till and invoices, available from the Basic plan.
Available on the Basic plan and above. See pricing
All customers
Customers
Active customers
1,284
Owed to you (madeni)
TSh 6.3M
Follow-ups due today
9
| Customer | Phone | Last purchase | Balance | Status |
|---|---|---|---|---|
| Mama Neema Shop | 0754 *** 210 | Today | 148,000 | Within limit |
| Juma Hardware | 0713 *** 884 | 3 days ago | 920,000 | Over limit |
| Grace Pharmacy | 0768 *** 031 | Yesterday | 0 | Paid up |
| Baraka Traders | 0622 *** 455 | 1 week ago | 310,000 | Follow up |
| Hotel Kilimanjaro View | 0784 *** 902 | Today | 1,240,000 | Within limit |
The day-to-day problems this module is designed to remove.
Credit sales (madeni) get noted in a book behind the counter. Pages go missing, amounts are disputed, and nobody can say quickly how much the whole business is owed.
A school that bought stationery every term or a kiosk that restocked weekly goes silent, and you only notice months later. Without purchase history, there is nothing to warn you.
Your best salesperson leaves and takes the WhatsApp contacts of your biggest buyers with them. The relationship belonged to the business, but the records did not.
A trusted customer's balance creeps from TSh 200,000 to TSh 2 million because each cashier only sees today's sale. By the time the owner notices, collecting it is hard.
You tell a contractor you will call when the new stock lands, then forget. The sale goes to the shop down the road.
Each customer gets one record holding their contact details, every sale and invoice, and their current balance. When a customer calls asking for "the same paint as last time", the cashier looks it up in seconds. Because the CRM is linked to the POS, history builds up automatically as you sell.
Set a credit limit for each customer who buys on account. Each customer's profile shows their credit record and what they owe, so a new credit sale is a decision made with the full picture. Receivables and aging reports show how old each balance is.
Set a follow-up reminder against the customer for a promised call, a delivery to confirm or a debt to chase. The reminder sits with the customer's profile, alongside their purchases and credit record, so the promise does not depend on one person's memory.
Send invoices and reminders to customers on WhatsApp, the channel they already use. The WhatsApp gateway is included on the Basic and Standard plans. Conversations about money are clearer when the customer receives the exact figure in writing.
If you sell phones, furniture or appliances on instalments, the Standard plan adds an instalments module. Each payment is recorded against the customer, so you can see what has been paid and what remains. Businesses that sell on credit often outgrow the exercise book at exactly this point.
Take a wholesale shop in Kariakoo that supplies 25 small dukas on credit as an example.
Create a profile for each duka owner with their phone number and location, or import your existing list from Excel.
Give each duka a limit that matches their track record, for example TSh 500,000 for a new account and more for proven payers.
Every credit sale at the till or on an invoice is saved to the customer's profile and added to their balance.
On Monday the owner opens the aging report, sends WhatsApp reminders to overdue accounts and records each M-Pesa or cash payment as it arrives.
At month end, purchase history shows which dukas are buying more, which are slowing down, and who deserves a higher limit.
All customers
Customers
Active customers
1,284
Owed to you (madeni)
TSh 6.3M
Follow-ups due today
9
| Customer | Phone | Last purchase | Balance | Status |
|---|---|---|---|---|
| Mama Neema Shop | 0754 *** 210 | Today | 148,000 | Within limit |
| Juma Hardware | 0713 *** 884 | 3 days ago | 920,000 | Over limit |
| Grace Pharmacy | 0768 *** 031 | Yesterday | 0 | Paid up |
| Baraka Traders | 0622 *** 455 | 1 week ago | 310,000 | Follow up |
| Hotel Kilimanjaro View | 0784 *** 902 | Today | 1,240,000 | Within limit |
An illustrative customer profile showing purchase history, current balance, credit limit and an open follow-up reminder.
Credit limits and a visible aging list mean balances are chased while they are still small enough to collect.
When staff can see what a customer bought last time, service feels personal even in a busy shop.
Contacts, reminders and history live in SmartBiashara, so a staff change does not reset your customer base.
Purchase history shows which customers to prioritise, which to win back and where to offer better terms.
Still have a question? Ask our team on WhatsApp, phone or email.
CRM is available from the Basic plan, which costs TSh 35,000 a month excluding VAT. It is also included on Standard, Enterprise and Enterprise Pro. The Starter plan does not include the CRM module, and you can upgrade from Starter to Basic when you need it.
A CRM (customer relationship management) system is a shared record of your customers, what they buy, what they owe and what you have promised them. A small shop needs one once it sells on credit or has regular buyers it wants to keep. If all your sales are cash to walk-in customers, the POS alone may be enough for now.
Yes. You can set a credit limit for each customer, and their credit record sits on their profile. Receivables and aging reports then show which balances are getting old.
Yes. SmartBiashara supports bulk import from Excel, so you can bring in names and phone numbers from a spreadsheet instead of typing each one. Our team can guide you through the template on WhatsApp.
Yes. Invoices and reminders can be sent by WhatsApp or email. The built-in WhatsApp gateway is listed on the Basic and Standard plans, so ask our team how messaging works if you are on Enterprise.
Instalments are a separate module available on the Standard plan. With it, each instalment payment is recorded against the customer and the remaining balance stays visible. Ask our team if you need instalments on another plan.
No, it uses the same customer records as your POS, invoices and accounting. A sale at the till appears in the customer's history straight away, with no syncing between two systems.
Start a 14-day free trial on the Basic plan, import your customer list and set your first credit limits. No credit card is needed to begin.
