# How should a clinic reconcile M-Pesa, cash, card and insurance payments?

URL: https://tymirahealth.com/resources/faqs/how-to-reconcile-clinic-payments-mpesa-cash-card-insurance
For: Finance | Billing and payments | Last reviewed 16 October 2026

**Answer:** Reconcile every day. Match each attended appointment to an invoice, each invoice to a payment, insurer claim or approved waiver, and each payment to a line on your M-Pesa, bank or insurer statement. Use the M-Pesa transaction code as the unique reference, keep insurance as money owed until it is remitted, and investigate any gap the same day. Add weekly and monthly checks for receivables, refunds, payouts and fees.

### A simple reconciliation rhythm

Reconciliation is easiest when sessions, invoices and payments live in one system. This is general operational guidance, not financial or tax advice.

- Daily: match cash to pre-numbered receipts, card batches to card payments and M-Pesa codes to invoices; list anything unmatched with an owner.
- Weekly: review insurance and SHA receivables by age and chase the oldest first.
- Weekly: approve refunds and write-offs with a second person.
- Monthly: reconcile provider payouts against sessions delivered, and record card fees as an expense, not a shortfall.
- Monthly: confirm with your accountant that invoicing meets KRA requirements, including eTIMS.

Read the full guide: [Revenue Cycle Management for Clinics: From Appointment to Payment](https://tymirahealth.com/resources/blog/revenue-cycle-management-for-clinics-from-appointment-to-payment)

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