What this checklist is for
It is a practical control list for a family-operated desk or for reviewing the scope of a managed contribution service. Adapt it to the family’s customs, venue and approved payment channels. It does not replace the family committee’s authority or professional legal, financial or security advice.
PHASE 1
Before the funeral
Agree on responsibility, channels and controls before contributors arrive.
Appoint one family lead and clearly identify every authorised contribution officer.
Choose one master contribution record and decide who may edit or correct it.
Publish only verified cash-desk and Mobile Money instructions.
Prepare receipt books, devices, chargers, data access and a backup power plan.
Define how physical cash moves from the desk to the family cashier without leaving an undocumented gap.
Agree on opening balances, reconciliation intervals and the final handover recipient.
PHASE 2
While the desk is operating
Record first, acknowledge clearly and resolve exceptions while they are still fresh.
Record each contributor, amount, payment method, time and receiving officer immediately.
Repeat the recorded amount to the contributor before completing the entry.
Issue a receipt or confirmation that can be matched to the master record.
Keep pending Mobile Money payments separate from provider-confirmed contributions.
Use a documented correction process instead of deleting or silently overwriting an entry.
Reconcile cash, confirmed digital payments and the contribution record at planned intervals.
PHASE 3
At closeout and handover
A calm closeout gives the family one defensible account of the event.
Stop new entries at an announced cut-off and mark any late contribution for separate follow-up.
Count physical cash with at least two authorised people and record the counted amount.
Compare cash and confirmed digital payments with the master record by payment method.
List pending, failed, corrected, refunded or disputed entries separately from confirmed totals.
Prepare the contributor list, totals, exceptions and receipt references for the family.
Complete a signed or otherwise acknowledged handover to the designated family representative.
Need a contribution system or managed desk?
Families can use Nsawabode’s free Digital Contribution Book with their own team, or book a Professional Contribution Desk for an agreed event scope.