The books of accounts, prepared by the system.
Zaroda Books is built for the heads of institution, bursars and accountants who keep the books for primary, junior and senior schools. Enter the receipts and the payments once. The cash book, ledger, trial balance and cash flow statement are prepared automatically, per vote head, to the last shilling.
Four steps, one term
The work follows the circular. Nothing is entered twice and nothing is posted by hand.
Create the book
Enter receipts
Record payments
Post the books
What comes out
Every book is derived from the receipts and payments you posted, so the figures agree across all of them. Print at the end of the month, the term or the financial year.
One price per school level, per year
The subscription covers every account in that school level — tuition, operations, infrastructure, boarding, lunch — not one account each. Freelance book keepers hold as many schools as they keep books for under a single login.
A school running primary and junior levels subscribes to both. Closed years stay readable at no further cost.
Questions schools ask
Not answered here? WhatsApp 0781 230 805 or call 0724 282 065.
Who is Zaroda Books for?
Heads of institution, bursars and freelance book keepers who keep the books of accounts for public primary, junior and senior schools in Kenya.
Is there a free book?
Yes. The first book you open is free. Create an account, and once Zaroda approves it you can open your first book without paying.
What does one subscription cover?
Every account at one school level for one financial year, 1 July to 30 June: tuition, operations, infrastructure, boarding and lunch. A school running primary and junior levels subscribes to both.
How do I pay?
By M-Pesa. A prompt comes to your phone, you enter your PIN, and you receive a Zaroda receipt number to quote.
I keep books for several schools. Do I need several logins?
No. One login holds as many schools as you keep books for. Each school level is paid for its financial year.
Can I move a subscription to another school?
No. A subscription belongs to the first school that opens a book with it. The school's name can be corrected until the first entry is posted.
Do I need the enrolment before entering capitation?
No. The enrolment is worked out from the amount received and the per-learner rates in the circular. The amount is split across the vote heads to the shilling, and you get an acknowledgement receipt to return to the Ministry.
What if I'm stuck with an entry?
An entry in an open month can be amended or deleted. In a closed month, reopen the month first; the system asks for a reason and keeps it on record. If the trial balance will not agree, the system shows the difference and the entries to check. Still stuck? Send us a screenshot on WhatsApp or call, and we will work through it with you.
Must I reconcile the bank every month?
No. One reconciliation at the June year end is enough. You can still reconcile monthly if you prefer.
Who authorises payment vouchers?
Only the head of institution. They authorise by an emailed link, by signing a printed schedule, or through their own login. A book keeper cannot authorise on their behalf.
How does an auditor see my books?
Only when you send them. Once the year is closed up to June, you send it to one auditor covering your area. Reopening any month takes the book back. Auditors pay nothing to audit.
What documents must I upload?
Documents on payments are optional, and you are reminded of any missing. Two are required: the SCDE approval letter for each infrastructure project, and the June bank statement before the year is sent for audit.
What happens to my books after the year ends?
Closed years stay readable at no further cost.
Can I print the books?
Yes. The cash book, ledger, trial balance, income and expenditure, and cash flow statement all print or save as PDF.