Collections
Every payment against every contract. Nothing here can ever be edited or deleted.
| Date | Reference | Method | Amount | Balance after | Status | Note | |
|---|---|---|---|---|---|---|---|
A mistake is corrected with a new opposing entry carrying an actor and a reason, never by editing the original. The product exists because members do not trust a receipt book that can be rewritten; an admin screen that can rewrite history would rebuild that problem with better typography.
Record a payment
Cash at the office and bank deposits are the real day-one rail. This posts immediately so the member gets their receipt before they have left the counter.
No second approval is required, because delaying the receipt would cost the product its most loved feature. The control is that nothing can be edited or deleted and every entry names its actor. Whether that is enough is worth revisiting before real money flows.
Payment recorded
Receipt sent to the member
- Their balance now
- —
- Next instalment
- —
- Contract status
- —
Their balance dropped by the entire amount handed over. The platform's collection fee comes out of your settlement, not out of their contract — the engine asserts this on every single payment.
Settlement
What actually lands in your bank. Gross collected, less the platform's fees, equals net remitted.
Because the platform holds the funds before you do, its fees are netted at settlement. No card on file, no failed payment, no dunning — for either side.
Holding member money makes Mabwe a payment business, with float, reconciliation and Zimbabwean payment-services authorisation to obtain. That is a launch dependency, not a detail.
Arrears
Who is behind, by how much, and for how long. Status flips automatically the moment an instalment goes overdue and clears itself when settled.
| Member | Phone | Stand | Balance | Status | |
|---|---|---|---|---|---|
Every WhatsApp conversation is billable and counts against this cooperative's fair-use allowance. A cheerful "remind everyone" button is a way to spend your own margin, so the count is always shown before sending.
Issue a contract variation
Use this only when the asset itself changed. A servicing cost overrun is a levy, not a variation — the member's land did not change, so their contract must not.
The approved diagram
What the surveyor came back with.
- Current principal
- —
- New principal
- —
- Difference
- —
- Months remaining
- —
- Becomes version
- —
- New monthly
- —
Issuing this writes a new contract version pointing at the old one. The original row is untouched, so a dispute three years from now can reconstruct exactly what was agreed and when. Same append-only philosophy as payment corrections.
Exit requests
The settlement is computed from the schedule you configured before anyone signed. You confirm it; you do not negotiate it.
No exit requests. Raise one from the member portal to see this flow.
the member
— · reason: —
- Paid to date
- —
- Of the principal
- —
- Applicable band
- —
- Refund to member
- —
- Administration fee
- —
- Retained by the co-op
- —
—
Approving this releases the stand and notifies whoever is next in line. That is the entire reason the waiting list exists — a forfeited stand needs a buyer without a fresh sales cycle.
Payment
One record, immutable. Anything wrong with it is corrected by a new opposing entry, never by changing this one.
The payment
- Amount
- —
- Currency
- USD
- Member
- —
- Contract
- —
- Received
- —
- Recorded by
- Tendai Mutasa · coop_officer
- Rail
- Cash at the office
- Receipt book no.
- RB-4471
How it was applied
Oldest overdue first, then current, then advance.
- Instalment 01 · overdue
- —
- Carried as advance
- US$0.00
- Credited to the member
- —
The platform's collection fee comes out of the cooperative's settlement. It never touches this figure.
Levies
Servicing components billed separately rather than rolled into the monthly. Also where a cost overrun lands.
| Levy | Due | Amount | Paid | Status | |
|---|---|---|---|---|---|
If roads come in 40% over estimate, the shortfall goes out as a levy. The member's land did not change, so their contract must not either. Contracts stay immutable.
If the approved diagram resizes the stand, that changes the principal and needs J10 — a levy cannot express it, and cannot express a stand that got smaller and owes the member money.
Money audit trail
Every payment, correction, variation and settlement, in order, with an actor against each one.
The paper book can be rewritten, which is why members do not trust it. This cannot — a correction is a new row, and the original stays visible forever.
Reported problems
What members have raised about their money. Each one arrives with their statement attached.
Nothing reported. Raise one from the member's help surface to see this flow.
| Reference | Member | What | Raised | Status | |
|---|---|---|---|---|---|
What they told you
the member
—
- Their balance
- —
- Payments recorded
- 0
- Contract
- —
Most "missing payment" reports are a payment recorded against the wrong member, or a bank deposit still in transit. The ledger shows who entered what and when.
If they are right, you reverse and re-record. You never edit the original, and the member sees both rows with your name on them.
Payments needing attention
Anything that is not confirmed. None of these has touched a member's balance.
Real rails time out and get declined. These buttons produce those states so the screens behind them can be seen.
| Date | Reference | Method | Amount | Balance after | Status | Note |
|---|---|---|---|---|---|---|
A pending payment shows a dash in the balance column, not a provisional figure. A balance that moved on an unconfirmed payment would be a balance that could move back — which is the thing this product exists to eliminate.
Reverse this payment
This writes a new opposing entry. The original row stays exactly as it is.
- Their balance now
- —
- Member will be notified
- Yes, on WhatsApp
A reversal appears on their statement with your name and this reason on it. Silent corrections are exactly what the product exists to prevent.
Respond to DSP-0041
The member is notified either way.
With your name and the outcome. A report cannot be quietly closed.
Resend receipt
To the member's number.
—
Receipt · —
Balance now —
Costs one WhatsApp conversation against the fair-use allowance.
Raise a levy
Billed to every member on this development, separately from their instalment.
- Members affected
- 0
- Notified via
- WhatsApp, with the reason
A levy sits alongside the contract and does not alter the principal. If the land itself changed, use a variation instead.
Confirm settlement
Net of platform fees, to the cooperative's account.
- Gross
- —
- Fees
- —
- Net
- —
- To
- —
Export audit trail
For the committee or an auditor.
Since the log is append-only, any export can be reconciled back against the live system line for line.