A practical guide to using Agiza One

1. Product overview

Agiza One is a business finance workspace designed to help Kenyan businesses keep cleaner records, issue documents, monitor cash flow, prepare reports and work faster through WhatsApp-guided workflows.

The platform combines a web workspace for detailed review with a WhatsApp experience for quick daily actions. A business can use the web dashboard for setup, approvals, reports and management, while using WhatsApp for faster posting, reminders and document checks.

2. Who should use Agiza One

3. Getting started

Start by creating an account, adding your business profile and completing the most important setup items before posting transactions. Good setup reduces errors in invoices, reports, eTIMS records and payroll.

4. Dashboard

The dashboard is the main landing area after login. It gives a quick view of your businesses, recent activity, plan status and useful shortcuts.

• Use summary cards to understand what needs attention, such as unpaid invoices, bills due, recent payments or missing setup items.
• Open a business workspace from the business list to manage its bookkeeping, reports, payroll and settings.
• Check notifications for reminders, failed actions, support updates or pending setup steps.
• Use shortcuts for common tasks such as creating invoices, recording payments, adding customers or importing statements.

5. Business profile

The business profile is the control center for one business. It keeps identity information, contact details, tax information, logo, module tabs and business-level actions in one place.

Important profile details

• Business name: Used on invoices, receipts, reports and customer documents.
• Logo: Appears on printouts when uploaded. If no logo is uploaded, documents should keep the layout clean without forcing a fallback logo.
• PIN and tax details: Used for tax-sensitive documents and eTIMS preparation where applicable.
• Contacts: Phone, email and address should be entered only where available and accurate.
• Financial settings: Default accounts, opening balances and document preferences affect reports.

6. Team access

Team access allows a business to involve accountants, staff or advisors without sharing one password. Each user should have their own account and access level.

How to manage team access safely

• Invite users through the business team area instead of sharing login details.
• Give each person only the access they need for their job.
• Remove access promptly when a person leaves the business or no longer needs access.
• Review team access regularly, especially before tax filing, audits or ownership changes.

7. WhatsApp workspace

Agiza One is designed to make common finance actions easier through WhatsApp. Instead of typing complex commands, you can use a guided menu and reply with numbers or short answers.

Common WhatsApp tasks

• Create a customer invoice from a guided form.
• Record a receipt or customer payment.
• Record a supplier bill or expense.
• Select or create an account during posting.
• Request a profit and loss, balance sheet, cash flow or trial balance report for a chosen period.
• Switch businesses or add another business when allowed by your plan.

8. Bookkeeping

Bookkeeping keeps your daily business transactions organized. It helps you know who owes you, who you owe, what you sold, what you spent and how the business is performing.

Main bookkeeping areas

Recommended workflow

• Add customers and suppliers before creating documents, or create them during posting when supported.
• Post invoices and bills as soon as they are issued or received.
• Record payments and receipts against the correct document.
• Reconcile bank accounts regularly to catch missing or duplicate entries.
• Review reports at least monthly to confirm the records make sense.

9. Customers & suppliers

Contacts are the people and organizations your business sells to or buys from. Clean contact records improve invoices, receipts, bills, statements and balance reports.

Contact details to maintain

• Display name used on documents.
• Email and phone number where available.
• KRA PIN where relevant for tax documents.
• Billing address where needed.
• Opening balance and balance type when starting with existing debt.

10. Sales, invoices & receipts

Sales workflows help you bill customers, track what they owe, record payment and generate clean customer-facing documents.

Creating an invoice

• Select the correct customer or create a new one.
• Enter invoice date and due date.
• Add item or service description, quantity, price and tax where applicable.
• Confirm the income account and any tax settings.
• Review subtotal, tax, total and balance due before posting.
• Share the invoice PDF or secure customer link where available.

Recording a receipt or payment

When a customer pays, record the payment against the correct invoice or customer account. This reduces the amount outstanding and keeps customer balances accurate.

11. Purchases, bills & expenses

Purchases workflows track supplier bills, expenses, payments and amounts owed by the business. This gives a clearer picture of cost, profit and cash commitments.

Examples of expense categories

• Transport and travel
• Office expenses
• Purchases or cost of sales
• Rent expense
• Utilities, internet and communication
• Professional fees

12. Banking & reconciliation

Banking helps compare what is in Agiza One against your bank or mobile-money statement. Reconciliation improves confidence that recorded transactions match real cash movement.

Banking workflow

13. eTIMS

The eTIMS area is intended to help prepare and manage tax-compliant sales documentation where supported. The business should confirm its tax registration status, branch details, item mapping and invoice readiness before relying on live submissions.

Before using eTIMS features

• Confirm the business PIN and tax details are correct.
• Confirm item names, units, tax categories and prices are accurate.
• Use correct customer PIN details where required.
• Review invoice totals before submitting any tax-sensitive document.
• Use credit notes carefully because they reduce previously recorded sales or receivables.

14. Payroll

Payroll helps manage employees, compensation, deductions, payslips and payroll-related reports. It should be reviewed carefully before payment because payroll affects employees, taxes and statutory obligations.

Payroll setup checklist

• Add employee details such as name, ID/passport where applicable, PIN, phone, email and employment dates.
• Set current compensation, including basic salary and recurring allowances.
• Confirm applicable deductions and contributions.
• Review payroll period dates before running payroll.
• Generate payslips only after confirming earnings, deductions and net pay.

Payroll outputs

15. Reports & analysis

Reports turn your bookkeeping records into useful business information. They help you understand profitability, cash movement, balances, debts and transaction history.

Choosing report periods

When requesting reports, choose the correct start and end date. Monthly reports are useful for review, quarterly reports are useful for compliance planning, and annual reports are useful for year-end preparation.

16. Documents & printouts

Agiza One can generate customer and internal documents such as invoices, receipts, reports, payslips and payroll summaries. Documents should be reviewed before sharing externally.

What to check before sharing a document

• Business name, logo and contact details are correct.
• Customer or supplier details are correct.
• Dates, amounts, tax, totals and balances are correct.
• Document number is correct and sequential where required.
• Status labels, if shown, match the actual document state.
• Only available contact details should be displayed; missing phone or email should not create awkward blank sections.

17. Backup & restore

Backup and restore helps protect important business records. It is useful before major changes, after month-end review, before year-end work or before testing large imports.

18. Billing & plans

Plans control access to features such as number of businesses, users, invoice limits, WhatsApp bookkeeping level and advanced modules. The available plans may vary over time.

What to review when choosing a plan

• Number of businesses you need to manage.
• Number of users or team members required.
• Monthly invoice or document volume.
• Whether WhatsApp bookkeeping should be basic or advanced.
• Whether payroll, eTIMS, reports or advanced analysis are needed.
• Whether you are in a trial, active plan, expired plan or payment-pending state.

19. Support

Use support when you need help with login, billing, WhatsApp linking, document errors, report differences, payroll review, eTIMS readiness or backups.

What to include in a support request

• Your business name.
• The module you were using, such as invoices, banking, payroll or WhatsApp.
• The action you were trying to complete.
• The exact error message or screenshot where safe.
• The date and approximate time the issue happened.
• The document number, customer name or report period involved, if relevant.

20. Security & privacy

Financial records are sensitive. Every user should follow basic security habits to protect business information and customer data.

• Use a strong password and do not share it with staff or advisors.
• Give each team member their own user account.
• Review team access regularly.
• Keep business contact and tax details accurate.
• Download and store backups securely.
• Be careful when sharing document links outside the business.
• Report suspicious account activity immediately.

21. Troubleshooting

Most issues can be resolved by checking setup details, refreshing the page, confirming account access or reviewing the transaction being posted.