Keeping Simple Books for Your Shop

Keeping simple books does not require complicated software or an accountant from day one. A well-kept notebook or a spreadsheet is often enough for a small shop, as long as you build a few good habits from the start. Here is how to organise it without getting overwhelmed.

A notebook or a spreadsheet for income and expenses

The foundation of simple bookkeeping is writing down every sale and every expense, day after day, even for small amounts. A paper notebook works perfectly well to start, especially if you run the shop alone. A spreadsheet on a phone or computer lets you add automatic calculations once you are comfortable with the method. What matters is not the tool but the regularity: write it down every day, rather than trying to reconstruct everything from memory at month's end.

Separating personal cash from the shop's cash

A common mistake among small shop owners, in Dakar and elsewhere, is mixing the shop's money and personal money in the same pocket or the same account. That confusion makes it impossible to tell whether the shop is actually making money. Keep a separate cash box or account for the shop, even a modest one, and pay yourself a fixed amount regularly rather than taking money out day to day as needed.

Keeping invoices and tracking mobile payments

Keep every purchase and sales invoice, even small ones, in an envelope or a folder by month: they serve as proof if a question comes up and make an accountant's work much easier later. With Wave and Orange Money now so widely used for payments, also check the movements on those accounts regularly, since they are just as much a part of the shop's income and expenses as cash.

Closing the books every month

Once a month, take the time to total income and expenses and work out what is left. That monthly check lets you spot a difficult month, an unusual expense or a drop in sales quickly, rather than discovering it several months later. Compare the month with the same month the previous year if you have the figures, to tell a normal seasonal dip apart from a real problem.

When to bring in an accountant

A well-kept notebook is often enough to start, but an accountant becomes useful once the business grows, once tax or social obligations become more complex, or simply when you no longer have time to track the figures properly. A chartered accountant can also check that your own method follows current requirements, which is always worth confirming with the relevant official services rather than guessing.

Building the habit over time

Simple bookkeeping works best as a daily habit rather than an occasional task. Keep a pen or your phone within reach at the till, so noting a sale takes seconds rather than becoming a chore left for later. Over a few months, that small daily effort builds a clear picture of how the shop is really doing, which is worth far more than a single perfect calculation done once a year.

Recommended addresses on SeneFinder

• PKF Rubiks Advisory: Dakar
• KOF-EXPERTS.SN DAKAR: Dakar
• Cabinet Khoudia Sylla et Associés "KSA": Dakar

To compare other firms, see all addresses in this category or explore the Dakar directory.

Useful tools

• List your business for free on SeneFinder to gain visibility.
• The FCFA currency converter, useful for some calculations.
• Our article on the best chartered accountants in Dakar.
• Our article on starting a business in Senegal, useful even before you start keeping books.

Frequently asked questions

Is a paper notebook enough to keep books?

Yes, for a small shop, a notebook kept up to date day by day is often enough to start, before moving to a spreadsheet if needed.

Why separate personal cash from the shop's cash?

Without that separation, it becomes impossible to tell whether the shop is actually making money, which also makes an accountant's job harder later.

When should I move to a professional accountant?

As soon as the business grows, tax obligations become more complex, or you no longer have time to track your figures properly.