BUSINESS SYSTEM · PROPERTY & RENTALSRental Management System.

Overview

A rent collection and property management system built around automatic M-Pesa reconciliation rather than manual rent books. Payments attach to the lease rather than the tenant, so a tenant's history stays correct if they later move to another unit. Every party sees only their own slice: the property manager sees the whole book, a landlord sees their own properties, an agent sees assigned units and a tenant sees their own lease.

Who uses it

• Super admin — the property manager's office, with full access, including deletions and exports.
• Admin — runs day-to-day operations; financial records cannot be deleted and payments cannot be edited.
• Agents — see only their assigned units and handle tickets, tasks, charges, utility readings and expenses for them.
• Landlords — a read-only view of their own properties and account.
• Tenants — view their own lease and payments, and raise maintenance tickets.

Main modules

• Property register — communities, properties and units, with one active lease per unit.
• Tenants and leases — each tenant with a personal paybill account code.
• Payments and receipts — incoming paybill payments, matched and receipted automatically.
• Ledger — charges, allocations, arrears and credit balances, recorded line by line.
• Invoices, charges and utility readings — rent, water, electricity and service charges.
• Expenses, inventory and purchasing — stock, suppliers, purchase orders with approval, and goods received.
• Maintenance, projects and tasks — repair tickets routed to the assigned agent, and renovation projects with milestones, checklists and timesheets.
• Clients — accounts with contacts, notes, files and printable statements.
• Bulk import — a step-by-step wizard for bringing in the client's existing spreadsheets.
• Audit and notification logs — a record of every change and every message sent.

How it works

1. A tenant pays the paybill using their personal account code.
2. The system receives the payment as soon as it clears. A repeated notice for the same payment is ignored, so nothing is counted twice.
3. The account code is matched to the tenant's lease. A payment that matches no tenant is flagged and the office is alerted.
4. The money is applied to open charges in priority order: penalties, water, electricity, service charge, then rent. Any surplus is held as credit and any shortfall carries forward as arrears.
5. A PDF receipt is issued showing the balance carried forward, and the tenant and agent are notified.
6. Scheduled jobs apply late-payment penalties each night, refresh exchange rates and send queued notifications.

Integrations

• M-Pesa paybill — payments arrive automatically and are checked before they are applied.
• WhatsApp, SMS and email — tenant and agent notifications through the WhatsApp Business platform, Africa's Talking SMS and email.
• Exchange rates — refreshed automatically for records kept in other currencies.

Platforms and access

• Web application that works on phones, used by staff, agents, landlords and tenants through the same portal.
• Each role signs in to its own home screen.
• Role-based access, with agents limited to their assigned units and a unit's physical address shown only to the super admin.
• Deleted records are kept rather than erased, and every change is recorded in an audit trail.