Welcome to Savetime’s Recurring Payments system.
Savetime helps institutions manage clients, amounts due, payments received, outstanding balances, client statements, and institutional finances in one place. It can be used by schools, estates, groups, and other organizations that regularly collect payments from their clients, members, residents, students, or other account holders.
This guide takes you through the initial process, from creating your Savetime account and selecting a plan to setting up your institution and getting ready to manage recurring payments.
Go to:
For easy access in future, you can install the Savetime App when you see the “Install the Savetime App” prompt at the bottom-right corner of the website.
The app works on different devices and gives you an easy way to access Savetime whenever you need it.
At the top-right corner of the website, click Sign Up.
Complete the registration form using your details and create your login credentials.
After signing up, go to your email and complete the verification process.
Once your email has been verified, return to the Savetime website.
Click Log In at the top-right corner of the website.
You will be taken to the access page.
Select Personal/Business Access, then enter the email/username and password you provided during registration.
After successful login, you will arrive at your dashboard.
From your dashboard, go to Plans & Payments.
This is where you select the Savetime Calculator plan you want and make your payment.
Under Calculator Plans, choose the plan that best suits your institution’s needs.
You can then choose your preferred payment method:
Select the M-Pesa payment option and follow the instructions provided.
A payment prompt will be sent to your phone. Enter your M-Pesa PIN to complete the payment.
After a successful payment, you will be taken back to your dashboard.
Select the PayPal payment option and follow the payment procedure provided on the PayPal payment page.
Once your payment has been completed successfully, return to your Savetime dashboard.
At the top of your dashboard, look for the Your Plan section.
Here you can see the plan you have paid for and its expiry date.
You do not have to wait until your current plan expires before making another payment. You can top up your plan whenever necessary.
Once your account and plan are ready, you can begin setting up your institution.
From your dashboard, click Client Accounts.
The Client Accounts page is your main working area for managing your recurring payments. It provides access to the tools you need to add clients, set up amounts due, record payments, view client statements, manage institutional expenses, control employee access, and access financial information.
Before recording transactions, go to:
Client Accounts → Institutional Finances → Starting Balances
Enter your institution’s opening balances and save them.
This is an important initial setup step because your starting figures provide the foundation for your financial reports.
You normally only need to use this page when setting up your institution or when making an appropriate correction to your starting figures. It is not a page you will use for your regular daily transactions.
You can add your clients in two ways.
If you already have a large list of clients, you can save time by uploading them using a CSV file.
Go to Client Accounts → Bulk Client Upload.
You can download the Savetime CSV template, enter your client information, upload the completed file, validate your entries, and then import the clients into the system.
For detailed instructions, see Bulk Client Upload.
If you have a smaller number of clients, or prefer to enter them one at a time, go to Client Accounts → Portal Clients.
Click Add Client, enter the required information, and save.
Repeat the process for each client.
After your clients have been added, you can set up the amounts they are expected to pay.
Go to Client Accounts → Add Due Amounts.
You can enter amounts individually when different clients have different amounts due.
If several clients have the same amount due for a particular period or category, you can use Bulk Add Due Amounts to add the amounts for multiple clients at once.
This can save considerable time when many clients are being billed the same amount.
If you are entering clients individually, make sure you first create the appropriate purposes through Enter Payments before setting up their due amounts.
For detailed instructions on purposes and due amounts, see Setting Up Amounts Due and Purposes.
Once your clients and amounts due have been set up, you can begin recording payments.
Go to Client Accounts → Enter Payments.
At the Add Payment section, select the appropriate Purpose, then select the client making the payment and enter the payment details.
Where available, the client names will appear in the dropdown list for the selected purpose. Using the dropdown can help reduce spelling mistakes and ensure that payments are recorded against the correct client.
When you have finished entering your payments, always click Save Entries.
For detailed instructions, see Recording Client Payments.
The Check Due Amounts page gives you an overview of your clients’ billing and payment information.
You can use View by Category to narrow the list and view clients belonging to a particular category.
Each client has a View option through which you can see their statement.
The statement provides a record of the client’s billing and payments over time and can also be printed when needed.
For example, a school can use a student’s statement to follow their billing and payment history throughout their years at the school.
For more information, see Checking Due Amounts and Viewing Client Statements.
Your institution’s expenses can be recorded from:
Client Accounts → Expenses
When recording an expense, enter the relevant Category and Description, together with the other required information.
For example, a school might use:
You can later filter your expense records by date to see how much has been spent during a particular period.
For detailed instructions, see Recording Institutional Expenses.
Your clients can also create their own Savetime accounts and view their account information.
They should go to:
They then click Log In and select Client Portal.
When creating their account, they must use the same phone number that you entered for them in your system.
Once their account has been created, they can always use the Client Portal to log in and view their account status and statements. They can also print their statements when needed.
If they expect to use Savetime for a long period, such as students remaining at a school for several years or residents remaining in an estate, installing the Savetime App can make access easier.
If other people work with your institution, you can control which parts of the system they are allowed to access.
Go to:
Client Accounts → System Access & Control → Employee Permissions
You can assign employees access only to the pages they need for their work. They will not have access to pages that you have not assigned to them.
Employees can log in through the Savetime website by clicking Log In, selecting Institutional Staff / Employee, and entering the username and password you have provided to them.
Under System Access & Control, you can also use System Opening & Closing to set your institution’s working hours.
This allows you to control when employees can access the system.
Once you have:
you are ready to use Savetime to manage your institution’s recurring payments.
The Client Accounts page is your central working area, and you can return to it whenever you need to manage clients, payments, expenses, statements, employee access, or institutional financial information.
As you become familiar with the system, you can explore the individual features in our other documentation articles for more detailed instructions.