Getting StartedLast updated 14 September 2026

How to record sales and expenses on ZoboLedger

Send plain text, a voice note, or a receipt photo. Here is how ZoboLedger captures your transactions, what to do with drafts, and how to check what you have recorded.

What this guide covers

You can record money in and out by typing in plain English, sending a voice note, or forwarding a receipt photo. This guide walks through each method and how to handle drafts.

Record a sale or expense by text

Open your ZoboLedger WhatsApp chat and type what happened. Examples:

  • Sold bread for 5k
  • Spent 2k on fuel
  • Bought generator 200k

ZoboLedger reads the amount, categorises the entry, and confirms back in chat. You can also tap Help → Browse commands → Record money in/out for quick examples.

Free accounts include 7 transaction entries to try the bot. After that, bookkeeping uses credits from your balance — Premium includes monthly credits, and anyone can buy top-up packs.

Send a voice note

Record a voice message in English or Pidgin, for example: “I paid 20k for rent today.” ZoboLedger transcribes it and records the expense. Confirm or correct if the bot asks.

Send a receipt photo

  1. Take a clear photo of the receipt.
  2. Send it in the WhatsApp chat.
  3. ZoboLedger extracts the amount, date, and vendor where possible.
  4. For expenses and asset purchases, the photo is stored securely on your ledger row.
  5. Tap Yes, Correct to confirm, or use More options to edit or delete the draft.

Expense receipt proof (optional)

For expenses and asset purchases, you can store receipt photos or PDFs on the ledger row — optional proof if NRS asks. Tap Add receipt on confirm, or from Pending → Edit, or from History (Add receipt, View receipt, or Replace receipt). Download a period ZIP from Reports → Expense receipts.

See Store and manage expense receipts for the full workflow.

This is separate from Generate a receipt on B2C sales — see Issue NRS B2C receipts.

How confirmation works

Some entries go straight into your ledger. Others appear as drafts first — especially when the bot needs you to confirm a category or amount. Check Pending when you are not sure something saved.

Handle pending drafts

Send Pending or tap Help → Browse commands → Drafts (Pending). You can confirm, edit, or delete each draft before it becomes a final entry.

Check what you recorded

Try quick summaries in chat:

  • Profit today
  • Sales this week
  • Expenses this month

For a single entry, send History followed by the reference number when you have it (for example History GH-20260623-2).

Fix a wrong entry

If the amount or category is wrong after saving, see Edit, void, or fix a transaction.

Still stuck? Visit our Support page.

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