← TemplatesBookkeeping & cash

Free M-Pesa Statement to Cashbook Converter (Excel)

Your M-Pesa statement already has Paid In, Withdrawn and Balance columns — what it doesn't have is a category for each line, so you can't see where the money actually went. Paste the statement into this free workbook and it reads the 'Details' wording and sorts every transaction into a proper cashbook: Sales, Stock, Rent, Airtime, M-Pesa Charges and more.

Download free — Excel (.xlsx) ↓Opens in Excel or Google Sheets · no sign-up

What's inside

Auto-categorises every line from the M-Pesa 'Details' text
40 Kenya-specific rules built in; add your own suppliers in one line
Totals your M-Pesa charges — the fee bill most people never see
Money in / out / net flow + spending by category
Works from the free M-Pesa Excel/CSV statement export

The tabs

Start Here (guide)
Rules (editable keywords)
Cashbook
Dashboard

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

The magic is a Rules tab: 40 Kenya-specific keyword rules turn M-Pesa wording into categories — 'Pay Bill to KPLC' becomes Electricity, 'Merchant Payment to NAIVAS' becomes Stock, 'Withdrawal Charge' becomes M-Pesa Charges, 'Funds received from…' becomes Sales. You can add your own suppliers in one line: put your landlord's paybill against 'Rent' once, and every rent payment tags itself from then on.

The Dashboard totals money in, money out, your net flow and — the number most dukas have never seen — how much you paid in M-Pesa fees over the period, with a breakdown of where money went by category. It opens in Excel or Google Sheets (on Sheets, paste values-only for a clean import).

If typing and pasting isn't for you, our app reads the whole statement for you: Biashara Yangu takes an M-Pesa statement by photo or upload and keeps your business books automatically.

Do it online instead

Analyse your M-Pesa statement online — free

Open the free tool →

Frequently asked questions

How do I get my M-Pesa statement as Excel?

On the M-Pesa app go to Statements and request the Excel/CSV export to your email — it's free. Open it, copy the Completion Time, Details, Paid In and Withdrawn columns, and paste them into the four yellow columns of the Cashbook tab.

Can I add my own categories and suppliers?

Yes. The Rules tab is fully editable. Add a keyword (say your supplier's name or paybill number) and the category to tag it as, and every matching transaction is categorised automatically.

Does it show how much I pay in M-Pesa charges?

Yes — the Dashboard has a dedicated M-Pesa Charges total. It's usually an eye-opener: small fees on withdrawals, Pay Bill and transfers add up to a real cost over a month.

M-Pesa Statement Analyzer (free tool) →Duka Income & Expense Tracker →Biashara Yangu (free app) →All templates →