Petty cash management software for Kenyan organisations.
Every shilling requested, approved, paid on M-Pesa and posted.
Replace the cash box, the voucher book and the WhatsApp approval with one governed request. Staff raise petty cash with receipts attached, the right approvers sign off, the reimbursement goes out over M-Pesa B2C, and the entry lands in Business Central with its documents.
Petty cash controls your auditors will recognise.
The weaknesses auditors find in petty cash are always the same: spend without a receipt, approvals nobody can prove, payouts that do not match the ledger. Each control below maps to a capability of the expense management system.
No payout without an approved, documented request
Petty cash is raised as a request with its receipts attached. Payment is only triggered on final approval, so there is no cash out of the box before the paperwork exists.
Approval authority by department and amount
Each request routes through the chain configured for its department and type, with an amount threshold deciding how requests are split. The reference configuration uses KES 10,000.
Separate who asks, who approves and who pays
Submitter, Approver, Finance Reviewer, CFO and Admin are distinct roles with their own queues, signed in through Microsoft Entra ID.
Reimbursements reconciled to the payment rail
The M-Pesa B2C payment is started from the approved request and the callback writes the payment status and reference back to it, so the statement and the request agree.
Ledger up to date, not rebuilt at month-end
Approved items queue to Dynamics 365 Business Central over OData with their SharePoint documents linked. Nobody re-keys a voucher.
Nothing waits unnoticed
Durable orchestration watches every pending approval and escalates overdue items to the next approver, with an audit entry.
This maps software capability to common finance controls; it is not audit or tax advice. Integrations beyond M-Pesa and Business Central are confirmed per organisation during scoping.
For organisations that pay small amounts often, and must prove every one.
Petty cash is where the most transactions carry the least evidence. These are the organisations where that matters most.
Branch and head-office petty cash under maker-checker approval, with the evidence internal audit samples.
Field teams reimbursed on M-Pesa, with every payment traceable to its receipt for donor audits.
Office and matter disbursements approved and documented before they are paid.
Petty cash across departments and sites under one set of rules, with each department's chain.
Guides for Kenyan finance teams.
Frequently asked questions.
What is petty cash management software?
Petty cash management software replaces the cash box, voucher book and spreadsheet with a governed workflow: staff raise a request with receipts, approvers sign off, the reimbursement is paid and the entry is posted to the ledger, with every step recorded. In Creodata's expense management system, petty cash is one of three request types alongside supplier invoices and cashbook payments.
Can staff be reimbursed on M-Pesa?
Yes. On final approval the reimbursement is paid over M-Pesa B2C through the KentaPay / Eclectics Swivel gateway. The callback writes the payment status and reference back to the request, so the M-Pesa statement and the request agree without a manual check.
How are petty cash approvals routed?
Through a configurable chain, for example Head of Department, Finance Reviewer and CFO, resolved by department and request type, with an amount threshold deciding how requests are split. If an approver misses the SLA, the request escalates to the next approver automatically.
Does it post petty cash to our accounting system?
Approved items post to Microsoft Dynamics 365 Business Central over OData with their SharePoint documents linked. For any other ERP, we confirm the integration path during scoping.
Does it handle imprest?
The system manages petty cash, supplier invoices and cashbook payments. It does not have a dedicated imprest issue-and-surrender module today. Tell us how your imprest works and we will say plainly whether a request type can cover it.
How much does petty cash management software cost in Kenya?
We quote per organisation, based on users and entities, the request types and approval chains you need, and the integrations involved. Compare vendors on a three-year total covering licences, implementation, M-Pesa and ERP integration, hosting and support.
See a petty cash request go from receipt to M-Pesa.
Your departments, your approval chain and your limits, in a live demo of the expense management system.