The monthly financial report every group fund should send members

Trust in a group fund comes from one simple habit: telling members, every month, where their money is. Funds that report regularly have fewer disputes, better payment rates and easier AGMs. Funds that don't report breed suspicion, even when nothing is wrong. Here's a report format that takes the treasurer about 30 minutes a month.

#What to include

1. Headline position. Total fund value (cash plus loans outstanding) at month end, the change from last month, and cash available.

2. Money in. Dues and savings received, loan repayments (principal and interest), and other income.

3. Money out. Loans disbursed, welfare grants paid, and expenses such as bank charges and mobile money fees.

4. Where the money sits. Bank balance, mobile money balance, cash on hand (which should be small), and loans outstanding.

5. Collection rate. How many members paid, out of how many, and the arrears total.

6. Loan health. Loans outstanding and the amount overdue, by age. See writing off bad loans and provisions for the age buckets.

7. Notes and decisions. Anything unusual: a large expense, a policy change, the next meeting date.

8. Sign-off. "Prepared by [treasurer], checked against statements by [second officer]."

#A worked example

Class of 2009 Fund: September 2026

Total fund value: GHS 186,420 (up GHS 6,970 from August) · cash available: GHS 51,020

In: dues GHS 9,600 · loan repayments GHS 7,800 (incl. interest GHS 620) · total GHS 17,400 Out: loans issued GHS 8,000 · welfare GHS 3,000 (1 bereavement) · fees GHS 250 · total GHS 11,250

Held as: bank GHS 48,900 · MoMo GHS 2,120 · cash GHS 0 (cash available GHS 51,020) · loans outstanding GHS 135,400

Collection: 64 of 80 members paid (80%) · arrears GHS 6,400 Loans: 21 active · GHS 5,200 overdue 30+ days

Notes: AGM on 14 December. Welfare benefit review proposal to follow.

Prepared by Ama (Treasurer) · checked against statements by Kojo (Secretary)

Always check the numbers add up, in two ways:

• Cash: opening cash + in − out = closing cash. Here, 44,870 + 17,400 − 11,250 = 51,020.
• Fund value: loans lent out are still the fund's money, so issuing a loan doesn't reduce the fund's value; it just moves cash into loans outstanding. The value grows by income minus costs: dues 9,600 + interest 620 − welfare 3,000 − fees 250 = 6,970, taking it from 179,450 to 186,420. (This fund treats dues as members' savings added to the fund; see double-entry bookkeeping for how that is recorded.)

#What to leave out

• Individual names of members in arrears or receiving welfare, unless the family has agreed. See member data privacy.
• Account numbers, PINs or anything that helps a fraudster.
• Long explanations. Link to minutes if more detail is needed.

#How to share it

• post it in the group WhatsApp as a short message, with a PDF or link for detail;
• send it on the same day every month (e.g. the 5th), so members come to expect it;
• make the full records available to any member who asks.

Pair it with a reminder for the new month; our WhatsApp reminder templates include one.

#Before you publish: reconcile

The report is only as good as the numbers behind it. Each month, match the bank and mobile money statements to your records before writing the report. Our guide to reconciling mobile money statements walks through it. If your fund uses double-entry bookkeeping, most of this report comes straight from your ledger.

#Build on it at the AGM

Twelve monthly reports make the annual accounts much easier. The AGM becomes a confirmation, not a surprise. See how to run an AGM.

Frequently asked questions

Should the monthly report name members who are behind on dues?

No. Report totals only, such as the number of members in arrears and the amount. Contact individuals privately. Public naming damages trust and may breach privacy rules.

Who should prepare the report?

The treasurer prepares it, and a second officer checks it against the bank and mobile money statements before it's shared.

How long should it be?

One page, or one screen on a phone. Members read short reports; they skip long ones.

This guide is general information to help groups organise themselves. It isn't financial, tax or legal advice — rules for savings groups differ by country, so check with a qualified adviser for your situation.