Property Management System
Collect rent on time and know the state of every unit
A property system for landlords and agents managing residential or commercial units, from one building to a full portfolio.
If you manage property, your phone never stops. One tenant says they paid last week, another has a leaking tap, the landlord wants to know why the money is short, and you are scrolling through M-Pesa messages trying to work out who has paid. With a notebook or a spreadsheet, arrears build up before you notice.
It does not have to feel like chasing. We build property systems that invoice tenants automatically, match each payment to the right unit as it arrives and give every owner a clear statement at the end of the month, so you can manage more units with less running around.
It suits landlords, property agents, estate managers and housing developers, with residential, commercial or mixed property.
Everything it covers
One system in place of the notebooks, spreadsheets and separate tools.
- Properties, blocks and units
- Tenant and lease records
- Automatic monthly rent invoices
- M-Pesa and bank rent payments
- Receipts and reminders by SMS
- Water and utility billing
- Deposits and refunds
- Late payment penalties
- Maintenance requests and costs
- Landlord statements and remittances
- Agent commission
- Vacancy tracking
- Expenses per property
- Occupancy and arrears reports
Every unit and tenant on record
See at a glance which units are occupied, which are vacant and when each lease ends.
For each property you can:
- Group units by owner, block and location
- Record lease terms, rent and deposit for each tenant
- Keep tenant contacts and documents on file
- Follow a checklist when a tenant moves in or out
- See vacancies and leases about to expire
Rent collection that runs itself
Invoices go out on schedule, and payments are matched to the right tenant without anyone posting them by hand.
With rent collection you can:
- Send rent and service charge invoices automatically each month
- Receive M-Pesa and bank payments matched to the unit
- Send receipts and reminders by SMS
- Apply penalties for late payment where your lease allows
- See who has paid and who has not, at any moment
Utilities billed fairly
Record meter readings and bill each tenant for what they actually used.
With utility billing you can:
- Capture water and electricity meter readings
- Bill per unit or share a common charge
- Put utilities on the same invoice as rent
- Keep a reading history for every unit
Maintenance that gets closed out
A request is logged, assigned and followed until the work is done and its cost is recorded.
For repairs and maintenance you can:
- Log requests against a unit
- Assign work to staff or contractors
- Record the cost against the property
- Keep the tenant updated on progress
- See repair history for every unit
Clear statements for every owner
Owners want to know what came in, what went out and what they are being paid. Give them that without building it by hand.
For each landlord you can:
- Produce a monthly statement of rent, expenses and commission
- Record remittances paid to the owner
- Track deposits held on their behalf
- Report on arrears and vacancies in their property
Your whole portfolio under control
Whether you manage ten units or a thousand, you see them in one place and decide who on your team can do what.
From the office you can:
- See all properties on one dashboard
- Give caretakers, agents and accountants their own access
- Record expenses per property
- Compare performance across buildings
Built for everyone involved
Each person gets what they need from the same system, without waiting on someone else for it.
- Landlords and owners
- Rent that arrives on time and a clear monthly statement for every property.
- Property agents
- One system for every client's portfolio, with commission worked out for you.
- Caretakers and maintenance
- A simple list of what needs fixing and where.
- Tenants
- Timely invoices, instant receipts and repairs that are followed up.
Set up to fit the way you work
Leases and charges differ from one property to the next. These are set up to match yours.
Settings
- Property and unit types
- Rent and service charges
- Utility rates
- Penalty rules
- Invoice dates and reminders
- Commission rates
- Staff roles and permissions
- Statement layouts
Reports that show how things are going
Ready when you need them, for a day, a month or a year.
Rent roll and collections
Arrears by age
Occupancy and vacancy
Landlord statements
Maintenance costs by property
Deposits held
Utility consumption
Income and expenses per property
Tailored to the way you run things
No two businesses work the same way. We set the system up around your process, bring your existing records across and train your team on it.
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